State of Georgia

Department of Transportation

Design-Build Construction Management

STANDARD OPERATING PROCEDURES
I-20 EB Collector-Distributor System, Atlanta, GA

Accelerating solutions
from idea to reality
using Design-Build.

Design-Build Construction
Management SOP
10/1/2017
Revision 0
Atlanta, Georgia 30308
OID DB Construction SOP

This document was developed as part of the continuing effort to provide guidance within the
Georgia Department of Transportation in fulfilling its mission to provide a safe, efficient, and
sustainable transportation system through dedicated teamwork and responsible leadership
supporting economic development, environmental sensitivity and improved quality of life.
This document is not intended to establish policy within the Department, but to provide
guidance in adhering to the policies of the Department.
Your comments, suggestions, and ideas for improvements are welcomed.

Please send comments to:

State Design Policy Engineer
Georgia Department of Transportation
One Georgia Center
600 W. Peachtree Street, 26th Floor
Atlanta, Georgia 30308

DISCLAIMER
The Georgia Department of Transportation maintains this printable document and is solely
responsible for ensuring that it is equivalent to the approved Department guidelines.
OID DB Construction SOP

Revision Summary
Revision Revision Revision Summary
Number Date
0.0 Original Release Date

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List of Effective Chapters

Document Revision Number Revision Date
List of Effective Chapters
Table of Contents
Acronyms and Definitions
Chapter 1. Introduction
Chapter 2. Post-Let Design
Chapter 3. Post-Let Construction
Chapter 4. Project Close-out
Chapter 5. Appendix
Attachments
Resources

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Table of Contents
Revision Summary............................................................................................................................................ i
List of Effective Chapters ................................................................................................................................. ii
Table of Contents............................................................................................................................................ iii
Acronyms and Definitions ................................................................................................................................ v
1. Introduction ............................................................................................................................................ 2-1
1.1 Program Overview ........................................................................................................................2-1
1.2 GDOT Roles and Responsibilities ................................................................................................2-1
1.2.1 Roles and Responsibilities of State Construction Engineer.........................................2-2
1.2.2 Roles and Responsibilities of OID Office Administrator (OID-OA)...............................2-2
1.2.3 Roles and Responsibilities of OID Project Manager ....................................................2-4
1.2.4 Roles and Responsibilities of PMC Project Manager ..................................................2-6
1.2.5 Roles and Responsibilities of PMC Construction Manager .........................................2-6
1.2.6 Roles and Responsibilities of PMC Assistant Construction Manager........................2-10
1.2.7 Roles and Responsibilities of CEI (Construction, Engineering & Inspection) ............2-14
1.3 Design-Build Documents ............................................................................................................2-16
1.4 Document Control.......................................................................................................................2-17
1.4.1 SiteManager...............................................................................................................2-17
1.4.2 e-Builder.....................................................................................................................2-17
1.4.3 ATSER .......................................................................................................................2-17
2. Post-Let Design ..................................................................................................................................... 2-1
2.1 Post Award Kick-Off Meeting........................................................................................................2-1
2.2 Regular Meetings..........................................................................................................................2-1
2.3 Project Baseline Schedule / Monthly Updates..............................................................................2-1
2.4 Schedule of Value (SOV) Approval ..............................................................................................2-1
2.5 Pay Estimate in e-Builder .............................................................................................................2-2
2.6 Pay Estimate in SiteManager .......................................................................................................2-2
2.7 Construction Quality Management Plan .......................................................................................2-3
2.7.1 NCR Reporting.............................................................................................................2-3
2.7.2 Request for Information (RFI) Reporting......................................................................2-4
2.8 Transportation Management Plan ................................................................................................2-4
2.9 Safety Plan ................................................................................................................................... 2-5
2.10 Final Plans Review .......................................................................................................................2-5
3. Post-Let Construction ............................................................................................................................3-1
3.1 Notice to Proceed 3 (NTP 3).........................................................................................................3-1
3.2 Subcontracts................................................................................................................................. 3-1

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3.3 Pay Estimates............................................................................................................................... 3-1

3.3.1 MC Checklist (MC-1)....................................................................................................3-1
3.3.2 ATSER .........................................................................................................................3-2
3.4 Pre-Construction Conference .......................................................................................................3-2
3.5 Regular Meetings..........................................................................................................................3-3
3.6 Certified Payroll Reporting (PoDI Only) ........................................................................................3-3
3.7 EEO Compliance ..........................................................................................................................3-4
3.8 Federal Aid Training Program (PoDI Only)...................................................................................3-4
3.9 Reporting Procedures...................................................................................................................3-4
3.9.1 Daily Work Report and Daily Inspection Form Requirements......................................3-4
3.9.2 Inspector/ CEI Daily Inspection Forms.........................................................................3-5
3.9.3 PMC-ACM Daily Work Reports....................................................................................3-6
3.10 Traffic Control ............................................................................................................................... 3-6
3.11 Erosion Control .............................................................................................................................3-6
3.12 Construction Audits.......................................................................................................................3-6
3.13 Design Changes ...........................................................................................................................3-6
4. Project Close-out ................................................................................................................................... 4-1
4.1 As-Built Plans ............................................................................................................................... 4-1
4.1.1 Mark-Up Criteria for “As-Builts” Plans..........................................................................4-1
4.2 Post Design-Build Evaluation .......................................................................................................4-1
4.3 Substantial Completion.................................................................................................................4-2
4.4 Final Acceptance ..........................................................................................................................4-2
4.4.1 Punch List Work...........................................................................................................4-3
4.5 Materials Certifications .................................................................................................................4-4
4.6 Final Acceptance ..........................................................................................................................4-4
4.7 Final Payment............................................................................................................................... 4-4
5. Appendix ................................................................................................................................................ 5-1
5.1 Application Instructions.................................................................................................................5-1
5.2 Attachments.................................................................................................................................. 5-1
5.3 DOT Forms ................................................................................................................................... 5-1
5.4 GDT List........................................................................................................................................ 5-2
5.5 SOP List........................................................................................................................................ 5-3
5.6 STI Quick Guide ...........................................................................................................................5-4
5.7 QPL List ........................................................................................................................................ 5-4
5.8 List of GDOT Manual ....................................................................................................................5-5

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Acronyms and Definitions

Titles
ACM Assistant Construction Manager
CEI Construction Engineering & Inspection
CPM Construction Project Manager
DM Design Manager
DPM Deputy Project Manager
EOR Engineer of Record
GEC General Engineering Consultant
OA Office Administrator
PCM Project Construction Manager
PM Project Manager
PoDI Project of Division Interest
SCE State Construction Engineer
SME Subject Matter Expert
WECS Worksite Erosion Control Supervisor

Agencies
EPD Environmental Protection Division
FHWA Federal Highway Administration
GDOT Georgia Department of Transportation
GEC General Engineering Consultant
OES Office of Environmental Services
OID Office of Innovative Delivery
OMAT Office of Material Acceptance Testing

Policy or Workflow
ATC Alternative Review Concepts
BFI Bridge Foundation Investigation

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Policy or Workflow
BMP Best Management Practices
CPM Critical Path Method
CQMP Construction Quality Management Plan
DB Design-Build
DBA Design Build Agreement
DBE Disadvantaged Business Enterprise
DIF Daily Inspection Form
DWR Daily Work Report
ECTC Estimate Cost to Complete
EEO Equal Employment Opportunity
ERIT Environmental Resource Impact Table
ESPCP Erosion Sedimentation and Pollution Control Plan
GAB Graded Aggregate Base
LAP Locally Administered Projects
MC Materials Checklist
MUTCD Manual for Uniform Traffic Control Devices
NCR Non-Conformance report
NOI Notice of Intent
NOT Notice of Termination
NTP Notice to Proceed
OCR Obstruction Clearance Report
OJT On the Job Training
PPFPR Project Pending Final Payment Request
QMP Quality Management Plan
QPL Qualified Product List
RFC Release for Construction
RFI Request for Information
RFP Request for Proposal
ROW Right of Way
RPQ Request for Qualifications
SOP Standard Operating Procedures
SOV Schedule of Values

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Policy or Workflow
STI Sampling Testing and Inspection
TIR Traffic Interrupt Report
TMP Transportation Management Plan
TTC Temporary Traffic Control
WEC Worksite Erosion Control

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1. Introduction

1.1 Program Overview

These procedures are being developed to provide a basis of standard operating procedures relative
to the administration of Construction during the Design-Build Process. They outline the various
steps to substantiate the services required in our client agreement for Design-Build Services.
These procedures provide the documentation to assure that all Design-Build projects are being
constructed in accordance with the Design-Build Team contract document and the Office of
Innovative Delivery policies and procedures.

1.2 GDOT Roles and Responsibilities

Understanding the roles and responsibilities associated with the delivery of the Design-Build project
is paramount for a successful project. While the scope of services may vary on a project-by-project
basis, the typical roles and responsibilities remain the same for each Design-Build project.

Figure 1-1: Organizational Structure

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1.2.1 Roles and Responsibilities of State Construction Engineer

The State Construction Engineer (SCE) oversees and monitors high level financial administrative
procedures, ensuring proper audit procedures are observed. The SCE is the final approving
authority for change orders, force account work, final audits, final acceptance of projects for close
out and payments.
Due to the depth of knowledge, the SCE coordinates communications with the Federal Highway
Administration (FHWA), supports any administrative requirements with the FHWA, and reviews the
FHWA Quarterly and Semiannual Training Reports. For PoDi, the SCE reviews the Federal Aid
Training Enrollment Report Program. The SCE responsibilities will be in accordance with the
GDOT Construction Manual and the Design-Build Construction SOP. The SCE may also serve as
a liaison with the various State Construction Offices. The following is a list of specific duties:

Communications
1. Coordinates communications with FHWA.
2. Supports FHWA administrative requirements.

Document Controls
1. Reviews and approves change orders in SiteManager.
2. Reviews and approves allocation of additional funds in 1625 System.
3. Reviews the Federal Aid Training Enrollment Report Program.
4. Reviews FHWA Quarterly and Semiannual Training Report.
5. Ensures that audits occur as required.
6. Ensures that the audit records are properly maintained.
7. Audits project administrative procedures.
8. Maintains/prepares Audit Exception Reports.

Final Inspection, Final Acceptance, and Contract Close

1. Conducts final audits.
2. Participates in closing conferences and final reports.
3. Review the Final Audit Report.

1.2.2 Roles and Responsibilities of OID Office Administrator (OID-OA)

The Office of Innovative Delivery Office Administrator (OID-OA) will oversee the OID program,
supporting and advising the Office of Innovative Delivery Project Manager (OID-PM), and serving

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as the final decision-making authority. These responsibilities are both fiscal and contractual relying
on the information provided by the OID-PM. Some of the duties are identified in the GDOT
Construction Manual as belonging to the District Engineer. The OID-OA will review and approve
contract modifications, time extensions, enforcement of liquidated damages, and allocation of
additional funds, ensuring fiscal responsibility for the Program. It is the OID-OA who will make the
decision on project final acceptance in accordance with the GDOT Construction Manual and the
Design-Build Construction Standard Operating Procedures (SOP).

Construction Administration
1. Coordinate communications with FHWA.
2. Take required action if the project falls behind schedule.
3. If required, notify the contractor about beginning of contract default process.

Contract Modifications
1. Monitor and certify all contract modifications.
2. Reviews contract modifications.
3. Approves time extensions.

Environmental
1. Transmits copies of Commissioner signed Notice of Termination (NOT) documents to
the OID-PM.

Allotment Requests / Additional Funding

1. Monitor project funding.
2. Process allotment request in DOT Form 187 (including forwarding it to the Treasurer).

Subcontracts / DBE Subcontracts

1. Responsible for the administration of the DBE program for projects under OID DB
program.

Federal Aid Training Program

1. Review the Federal–Aid training enrollment report Program
2. Review FHWA quarterly and semiannual training report.

Construction / Material Audits

1. Review the final audit report.
2. Ensure that the audits are taking place as required.
3. Conduct a final audit.

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Final Inspection, Final Acceptance, and Contract Closeout

1. Approve the final estimate of the project.
2. Take the action needed to ensure timeliness of Final Acceptance and Final Payments.
3. Review the Projects Pending Final Payment Status Reports (PPFPR).
4. Approve the final acceptance of the project.
5. Approve the maintenance acceptance of the project.
6. Monitors all key and critical project dates.
7. Ensures all dates are entered in SiteManager before sending the final estimate project
to the OID-PM for approval.
8. Takes the action needed to ensure timeliness of Final Acceptance and Final Payments.
9. Maintains projects pending final payment status reports (PPFPR) with the help of
PMC-CM)
10. Responsible for sending a copy of PPFPR to the OID-PM by 15th of every month.
11. Certifies the final pay estimate.
12. Once the punch list is completed, OID-OA will make decision on final acceptance.

1.2.3 Roles and Responsibilities of OID Project Manager

The OID-PM will serve as the project champion for the Design-Build project through the entire
project. The OID-PM is responsible for engaging (and reengaging) GDOT SMEs as early as
possible following the notice of award to discuss Design-Build delivery process, critical GDOT
participant roles, the dynamic between the design phase and construction phase, and the various
risks associated with the projects (third-party, geotechnical, environmental, etc.)
During the design phase of the Design-Build contract, the OID-PM is the primary point of contact
for the Design-Build Team to provide required submittals. The OID-PM is responsible for facilitating
reviews with the SMEs and providing a response to the Design-Build Team. The OID-PM should
include the Program Management Consultant Construction Manager (PMC-CM) on all
correspondence and in meetings during this phase.
During the construction phase of the Design-Build contract, the OID-PM will provide the services
identified in the GDOT Construction Manual and the Design-Build Construction SOP attributed to
the District Construction Engineer. The OID-PM acting as the District Construction Engineer will
continue to manage the project during the construction phase of the project. The OID-PM will
provide resources to ensure that the construction administration and field service inspection and
testing are done in accordance with the GDOT Construction Manual and the Design-Build
Construction SOP.

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Construction Administration
1. Support FHWA inspection requirements.
2. Schedules Pre-construction conference.
3. Reviews and approves the damage claims from the citizens.
4. Reviews projects in SiteManager
5. Reviews contract time, contract diary, daily work reports, and daily inspector forms
periodically.
6. Takes appropriate action as necessary if the project falls behind schedule.

Contract Modifications
1. Obtain FHWA concurrence for contract modifications.
2. Obtain approvals for contract modifications.
3. Reviews and approves extra work force account.
4. Reviews and approves contract modifications in SiteManager.

Pay Estimate
1. Reviews and approves progress payments and material allowances.

CEI Staff Management

1. Procure and manage CEI contract.

Traffic Control
1. Reviews and approves Traffic Interrupt Reports.
2. Reviews Traffic Interrupt Reports summary.
3. Reviews and approves work zone speed reduction.
4. Reviews and approves work zone safety and mobility policy.

Environmental
1. Reviews NOI prior to construction.
2. Monitors erosion control plan during construction

Allotment Requests / Additional Funding

1. Obtain funding approval.

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Payroll Reporting
1. Reviews project payrolls.

Subcontract / DBE Subcontract

1. Approve substitution or transfer of DBE.
2. Reviews DBE subcontracts.
3. Monitors DBE use for the project.
4. Approves substitution or transfer of DBE.

Construction/Material Audits
1. Reviews Audit Exception Reports.

Final Inspection, Final Acceptance, and Contract Closeout

1. Approve the maintenance acceptance of the project.
2. Reviews As-built plans.
3. Helps to establish key and critical dates.
4. Monitors key and critical dates.
5. Reviews Project Pending Final Payment Status Reports (PPFPR).
6. Reviews final inspections.
7. Reviews punch list work performed.
8. Reviews and approve final acceptance.
9. Reviews and approve maintenance acceptance.
10. Transmits final approvals to the District Maintenance Engineer, State Maintenance
Office, OID OA.

1.2.4 Roles and Responsibilities of PMC Project Manager

GDOT’s Project Management Consultant Project Manager (PMC-PM) plays a critical role in the
delivery of the Design-Build contract. The PMC-PM is responsible for the management of all
aspects of the project including design, planning, permitting, quality, and project controls.

1.2.5 Roles and Responsibilities of PMC Construction Manager

GDOT’s Project Management Consultant Construction Manager (PMC-CM) plays a critical role in
the delivery of the Design-Build contract. The OID-PM will assign a PMC-CM as early as possible
following the award of the Design-Build project.

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During the design phase of the Design-Build contract, the PMC-CM is primarily responsible for
processing payments based on the approved Schedule of Values, providing comments on any
critical path method (CPM) schedule submittals, participating at various meetings (during the
design and construction phases), and monitoring the status of the project.
During the construction phase of the Design-Build contract, the PMC-CM will perform their duties
in accordance with the GDOT Construction Manual and the Design-Build Construction SOP, and
provide the services attributed to the Area Engineer. The PMC-CM responsibilities will be in
accordance with the GDOT Construction Manual and the Design-Build Construction SOP.

Construction Administration
1. PMC-ACM reports directly to PMC-CM.
2. Submits (if requested) an Obstruction Clearance Report (OCR - Form DOT 498-A) to
the District Right of Way office and OID-PM.
3. Reviews the contract documents.
4. Schedules pre-construction conference.
5. Assists the PMC-ACM to conduct the Pre-Construction conference.
6. Reviews contract time, daily work reports, and daily inspector forms.
7. Reviews and transmits the progress schedule chart to the OID-PM.
8. OID contact person for any damage claims from the citizens.
9. Supports FHWA inspection requirements.
10. Takes appropriate action necessary if the project falls behind schedule.

Materials Certification
1. Reviews the material checklist MC-1.
2. Reviews material certification and documentation.

Reports
1. Prepares one diary per pay estimate in SiteManager.
2. Reviews SiteManager reports.
3. Reviews the construction reports.

Contract Modifications
1. Reviews and respond to time extensions.
2. Creates change orders in SiteManager.
3. Reviews the Force Account Estimate.

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4. Prepares forms 358, 468 or 187 (Supplemental Agreement, Extension Agreement, Time
Extension, and Allotment Request) for contract modifications.
5. Obtains FHWA concurrence for contract modifications.
6. Obtains approvals for contract modifications.
7. Updates SiteManager based on contract modifications

Document Control
1. Help in setting up of files in File Management System.
2. Shall establish a process for media records for the project.
3. Reviews the project documents including but not limited to inspection and testing
records.
4. Responsible for media recordings.
5. Ensures that the reference documents and publications listed below are available to
project personnel at all Project field offices.
6. Reviews the file management system.
7. Reviews survey/layout data.

Pay Estimates
1. Review and recommend material allowances to OID-PM.
2. Approves payment documentation.
3. Reviews weight tickets.
4. Certifies the progress estimates.
5. Reviews and approves material allowances.

CEI Staff Management

1. Evaluates job performance of field staff.

Traffic Control
1. Reviews traffic enforcement.
2. Reviews Traffic Interrupt Reports summary.
3. Reviews and approves work zone speed reduction.
4. Reviews work zone safety and mobility policy.

Environmental
1. Reviews NOI prior to construction.

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2. Monitors erosion control plan during construction.

Allotment Requests / Additional Funding

1. Ensures that sufficient funds are on the project to pay contractor for monies that are due
or that may become due for work on the project.
2. forwards the DOT Form 457 to the OID-PM for concurrence on the allotment request.
3. Prepare funding requests.

Payroll Reporting
1. Reviews PMC-ACM payroll reports.

Subcontractor / DBE Subcontracts

1. Reviews and recommends approval of subcontracts on the project.
2. Reviews DBE subcontracts.
3. Monitors DBE use for the project.
4. Prepares quarterly DBE report for FHWA.
5. Recommend substitution or transfer of DBE.

Federal Aid Training Program

1. Prepares Federal Aid Training Program reports including but not limited to training
enrollment report, quarterly training report, and semi-annual training report.

Construction/ Material Audits

1. Responsible for auditing project records.
2. Audits project records every 60 days.
3. Conducts project audit inspections.
4. Conducts in-depth audit review.

Final Inspection, Final Acceptance, and Contract Closeout

1. Establishes key and critical dates with PMC-ACM.
2. Monitors key and critical dates.
3. Maintains Project Pending Final Payment Status Reports (PPFPR).
4. Determines if the project is ready for final inspection based upon contractor’s reports.
5. Communicates with OID-PMs monthly to make sure that correct dates are recorded.
6. Submits final package to OID-PM after punch list completion.

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7. Submits all project records to OID-PM after Final Completion and Final Audit.
8. Furnishes an executed copy of the ECTC Form to the Contractor.
9. Forwards an executed copy of the ECTC Form to the OID-PM and PMC-ACM for their
file.
10. Conducts final audit.
11. Conducts closing conference and final inspections.
12. Reviews if the punch list work is performed.
13. Reviews and recommend final acceptance.
14. Reviews and recommend maintenance acceptance

1.2.6 Roles and Responsibilities of PMC Assistant Construction Manager

The Program Management Consultant Assistant Construction Manager (PMC-ACM) will be
responsible for the day-to-day coordination of the Design-Build Team work and the administration
and documentation of the project during the Construction phase. General duties are as varied as
safety, erosion control, quality management, traffic control, personnel management,
communications, and predominately project administration. Outstanding communications skills are
vital because the PMC-ACM serves as the eyes and ears for the OID-CM. The project
administration tasks are detailed extensively in both the GDOT Construction Manual and the
Design-Build Construction SOP, in addition, the PMC-AMC will be thoroughly conversant with the
DB contract, Release for Construction Plans, and all applicable reference documents defined in
the DB contract. The PMC-ACM responsibilities will be in accordance with the GDOT Construction
Manual and the Design-Build Construction SOP, and primarily provide the services attributed to
the Project Engineer.

Construction Administration
1. In order to administer the DB contract and ensure the work is performed in close
conformity with the contract documents conduct a thorough review of the DB contract
volumes 1 through 3, The Release for Construction Plans, and all applicable reference
documents defined in the DB contract.
2. Prepare and Conduct the Pre-Construction Conference.
3. Works with the DB Team in selecting a location for the field office.
4. Keeps PMC-CM informed on changes in cost/schedule.
5. Addresses conflicts by issuing the RFI or NCR (no direction allowed in this form) to the
DB Team and report to PMC-CM all conflicts.
6. Responsible for maintaining the project records filing system in e-Builder. The file
management system will be established in e-Builder by the PMC-CM. Notify the

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PMC-CM of additional files which may need to be added as the project moves forward.
These files will be added by PMC-CM.
7. Responds to inquiries from the PMC-CM and OID-PM.
8. Monitors the DB Team’s efforts to provide reasonable and safe access to homes and
businesses at all times.
9. Reviews the project on a daily basis and be aware of on-going work and related activities
on DB projects such as SR 299 ABC. For FY Bridge Bundle contracts, coordinate with
CEIs on a daily basis to be aware of on-going work and related activities. Visits FY
Bridge Bundle projects once a week.
10. Ensures that the DB Team has properly notified each affected mailbox owner.
11. Communications with the FHWA Engineer, PMC-ACM to inform PMC-CM in advance
of any meeting.
12. Addresses questions and complaints from citizens.

Materials Certification
1. Schedules inspection and testing of project materials with OMAT.
2. Ensures all materials incorporated into the work, have testing certifications and
documentations.
3. Maintains monthly materials checklist MC-1 and submits in e-Builder for PMC-CM
review. Prepares and submits in e-Builder quarterly materials checklist MC-1 report.
4. Facilitates monthly materials checklist MC-1 audits with the PMC-CM.
5. Reviews the Sampling, Testing, and Inspection Manual for more detailed descriptions
of tests and frequencies.

Reports
1. Records and maintains the Daily Work Report in SiteManager.
2. Maintains separate weekly reports for each project in the contract in e-Builder. Form to
be provided by PMC-CM.

Contract Modification
1. Acknowledges the receipt of time extensions, relief events, compensation events, and
potential supplemental agreements in writing to the DB Team.
2. Informs PMC-CM if project falls behind schedule.
3. Directs the work to be done by Force Account in the absence of a Supplemental
Agreement as per Specification 104.03.A.
4. Provides the Force Account form to the DB Team.

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5. Reviews the force account estimate.

6. Transmits the force account estimate to PMC-CM.
7. Transmits the contractors letter for time extensions along with recommendations.
8. Creates an estimate for all items involved in change requests.

Document Control
1. Maintain Reference documents on site provided by PMC-CM staff.
2. Collects survey and layout data. (Section 149 2013 specs).
3. Project documentation shall also include photographic and video records in accordance
with GDOT CM Manual Chapter 2 Media records. The records section includes
documentation of construction progress, traffic control and advance warning signage
video documentation after initial installation and then monthly, photos of accidents which
occur in the work zone and unusual events.
4. Transmits cross section details to District Location Engineer. This is used to check
earthwork quantities when they apply to the project.

Pay Estimates
1. Collects material test report and invoices.
2. Maintains project records to support quantities certified for payment.
3. Collect and document weigh tickets and maintains weight tickets at project field office.
4. The DB Team submits a draft pay request. The PMC-ACM reviews the draft with the
DB Team. They agree on the percent completions be used for the pay request. The
PMC-ACM sends an E-mail verifying agreement on the pay request to the PCM-CM and
copies the DB Team. The DB Team enters the pay request in e-Builder for approval by
PCM-CM and OID-PM.
5. Determines a portion of work was missed and should have been recorded for payment
and the payment amount is substantial.
6. Reviews and approves salvageable materials and material ordered and not used
requirements.
7. Submits a Construction Report or Estimate to pay for the missed quantity regardless of
the day of the month.
8. Processes and transmits the material allowance request.
9. Reviews and checks stored quantities with each subsequent Materials Allowance
Request.
10. Gives recommendations for time extensions based on Daily Work reports.

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CEI Staff Management

1. Supervises the CEI staff assigned to the project.
2. Conduct a meeting with the CEI before the preconstruction conference to go over the
DB Contract, RFC plans, and the CEI roles and responsibilities. Ensure that CEI staff is
aware of their responsibilities, duties, and authority.
3. Assists with inspection duties when the need arises.
4. Evaluate CEI performance. Ensure that CEI staff has correct certifications in
accordance with OMAT procedures to perform testing functions required on the project.

Traffic Control
1. Reviews the DB Team’s detailed staging and TTC plans.
2. Inspects the initial installation of the traffic control devices and pedestrian traffic control
devices if applicable.
3. Performs periodic daytime and nighttime inspections of the work zones to ensure it is in
compliance with the TTC plan and GDOT’s 5240-1 Work Zone Safety and Mobility
Policy.
4. Documents accidents that occur within the construction limits, immediately notify
PMC-CM and provide regular updates on the process.
5. Sets a deadline for making corrections noted on Form TC-1 Traffic Control Inspection
Report.
6. Documents and submits Traffic Interruption Reports (TIR).
7. Reviews and transmits work zone speed reduction requirements to PMC-CM.
8. Reviews pedestrian considerations.

Environmental
1. Receives a copy of a completed NOI.
2. Reviews the Environmental Resource Impact Table (ERIT) and green sheet.
3. Obtains the maximum erosion and sedimentation control practicable.
4. Spot checks the accuracy of the WECS submittals.
5. Submits Notice of Termination to OID.
6. Actively engages in the management of erosion and sediment control.

* Always check the DB documents for project specific requirements.

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Allotment Requests / Additional Funding

1. Review Project Funding to ensure funds are available to make progress payments.
2. Do not submit a pay estimate into SiteManager that will cause an overrun in allotted
project funds.
3. Analyze project funding when the project is 80% complete to ensure funds are adequate
for completion of the project.
4. Inform the PMC-CM of requirements for allotment requests to complete the project.

Payroll Reporting
1. Retains a copy of payrolls and forward one copy to the District EEO Officer/PMC-CM.
2. Conducts payroll spot checks.
3. Informs contractor of any errors.
4. Conducts labor interviews.
5. Notifies contractor about withholding amount due to labor violations.
6. Subcontracts/DBE Subcontracts
a. Monitors Subcontractors work.
7. Checks for the DBE subcontractors.
8. Reviews any DBE shortfalls and report to PMC-CM.
9. Reports to PMC-CM the DBE shortfalls.

Federal Aid Training Program

1. Prepares a semiannual training report (FHWA-1409) with the help of PMC-CM.
2. Reviews Training Program and transmit Termination/Transfer/Graduation reports.
3. Construction/Material Audits
4. Responsible for all source records for auditing purposes.
5. Reports audit exceptions to the PMC-CM and OID personnel.
6. Furnishes copies of test reports, when requested by the Contractor’s representative.

Final Inspection, Final Acceptance, and Contract Close

1. Maintains log of the changes to the RFC plans for review of the final as-built plans.
2. Recommends to the PMC-CM that substantial completion be considered in accordance
with the requirements of Volume 1 Article 7.7.1 when all contract items are satisfactorily
completed.
3. Helps the PMC-CM to establish key and critical dates in SiteManager.

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4. Transmits the key and critical dates to the PMC-CM for approval.
5. Reviews the project records using the PMC-ACM Checklist for requesting the final audit.
6. Requests final audit.
7. Corrects all exceptions in the final audit.
8. Completes the Final Package Checklist (DOT 733).
9. Schedules a Closing Conference with PMC-CM.
10. Verifies if the project is ready for final inspection.
11. Furnishes the DB Team a punch list within five business days.
12. Provides PMC-CM with maintenance acceptance date for input into SiteManager.

1.2.7 Roles and Responsibilities of CEI (Construction, Engineering & Inspection)

The Construction Engineering and Inspection (CEI) staff will provide monitoring and inspecting the
construction contract in conformance with the plans, specifications and special provisions to ensure
test report records or certificates are in compliance. It is crucial that they are familiar with GDOT’s
practices, plans, and contracts of the project, proposed SOPs for the project as they will manage
and track the Design-Build Team’s progress and quality of the work. They will keep daily inspection
forms, logs, and records consistent with GDOT’s practice as delineated in the GDOT Construction
Manual and the Design-Build Construction SOP, including Inspectors’ forms. They will inspect
traffic control daily to ensure it is in compliance with the traffic control plan and GDOT’s 5240-1
Work Zone Safety and Mobility Policy. They will also immediately notify provide regular updates to
the PMC-ACM of any accident, incident, or unanticipated project conditions. The CEI staff
responsibilities will be in accordance with the GDOT Construction Manual and the Design-Build
Construction SOP.

Field and Record Keeping Roles

1. Be familiar with GDOT’s practices, plans, and contracts of the project, proposed SOPs
for the project.
2. Monitor and inspect the construction contract in conformance with the plans,
specifications, and special provisions.
3. Performs the duties of the inspector as specified in specifications, special provisions,
and “The Source”.
4. Manages and tracks the progress and quality of the work.
5. Utilizes the contract non-conformance report to document any discrepancies identified
during your inspection. Submit the NCR to the PMC-ACM for inputting into e-Builder for
DB Team response.
6. Attends progress meetings.

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7. Notifies the PMC-ACM of any unanticipated project conditions.

8. Performs field operations in accordance with GDOT’s regulations and practices.
9. Samples materials such as concrete, asphalt etc. and prepare NCR to address those
materials not meeting the contract requirements.
10. Manages and tracks all test report records or certificates for compliance of contract
requirements
11. Collects and documents the following:
a. Quantity Sketches / Calculations
b. Master Lists / Spreadsheets
c. Field Quantity Books / Cross Sections
d. Load Tickets
e. Invoices
f. Material Certifications and Test Results
12. Keep detailed daily inspectors’ forms in e-Builder as required to track and record the DB
Team’s progress.
13. Measures and computes quantities of all materials incorporated in the work items
completed and maintain a detailed item record account.
14. Inspects traffic control daily to ensure it is in compliance with the traffic control plan and
GDOT’s 5240-1 Work Zone Safety and Mobility Policy.
15. Inspect erosion and sediment control BMPs daily to make sure it is in compliance with
the RFC plans.
16. Notifies immediately and provide regular updates to the PMC-ACM of any accident or
incident that occur within the project limits.
17. Maintains changes to RFC Plans to use as a check of Engineer of Record as-built
submittal.
18. Return all documents and materials furnished by the Department upon completion or
termination of the contract.

Occasional Support Services Requested by PMC-ACM:

1. Prepare detailed report of field inspection of material as requested by PMC-ACM.
2. Review detailed Test Report records and report deficiencies.
3. Review weekly payrolls.
4. Review statement of wage compliance.

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1.3 Design-Build Documents

The order of precedence for the DB documents are as follows:

1. The Contract and all Supplemental Agreements and Agreement amendments, and all
exhibits, riders, and attachments.
2. The Agreement (also referred to as Volume 1) and all exhibits, except Exhibit 2.
3. Volume 2 “Technical Provisions for DB Agreement”, and all exhibits and attachments to
the Technical Provisions.
4. Volume 3 “Programmatic Technical Provisions for DB Agreement” amendments, and all
exhibits and attachments to such amendments.
5. Volume 3 “Manuals” (Technical Documents) amendments.
a. Design-Build Manual
b. Design-Build Construction SOP.

1.4 Document Control

There are three (3) software applications used daily on the project for communication, payment
processing, reporting, contract administration, document controls, and materials handling.

1.4.1 SiteManager
SiteManager is the construction management software used statewide for all daily reporting and
monthly payment estimates. It is a common tool used by GDOT for managing daily work reports,
contract administration, and contractor payment activities.
GDOT IT Department will issue a GDOT email address, GDOT identification number, and initial
password for the GDOT webpage access. Once the password is changed at initial login, the
password must be changed every thirty (30) days.

1.4.2 e-Builder
e-Builder is a cloud-based project management software. This software is used for correspondence
with the DB Team for submittals, file management, and document controls based on the GDOT
SPP and CM manual. The PMC e-Builder software administers user access based on project role.

The DB Team submits all submittals, such as schedules, pay estimates, RFIs, and NCRs, through
e-Builder processes during the design and construction phases. Currently, the following processes
are in e-Builder.
 PERDB: Pay Estimate Request – Design-Build
 RFIDB: Request for Information – Design-Build

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 CSRDB: Construction Submittal Review – Design-Build

 MMRDB: Meeting Minutes Review – Design-Build
 SSRDB: Schedule Submittal Review – Design-Build
 TIRDB: Traffic Interruption Report – Design-Build
 NCRDB: Non-Conformance Report – Design-Build
 DWRDB: Daily Work Report – Design-Build

1.4.3 ATSER
On Design-Build Projects, ATSER will be the software used for materials tracking and testing
reporting. Complete test reporting for asphalt, concrete, GAB compaction, select compaction, and
soil compaction are documented in ATSER.

* Always check the DB documents for project specific requirements.

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2. Post-Let Design

2.1 Post Award Kick-Off Meeting

The OID-PM is responsible for facilitating the post-award kickoff meeting. This partnering meeting
plays an important role in the success of the project. The PMC-CM shall attend this meeting to
discuss the construction requirements prior to NTP 3, including but not limited to DB Team
insurance requirements, quality assurance, and work plan for CEI resource allocation.

2.2 Regular Meetings

Regular meetings are facilitated by the DB Team and include key stakeholders. The PMC-CM shall
attend these meetings to monitor the design progress and facilitate any construction-related items.

2.3 Project Baseline Schedule / Monthly Updates

Schedule development and management is a function performed by the DB Team.

The Design-Build project will include a Critical Path Method (CPM) schedule requirement which is
used for the baseline schedule, monthly submittals and a revision if the critical path activities are
being delayed.
The DB Team should allow time at each regularly scheduled DB project meeting to discuss the
current critical path activities.
The PMC-CM will review the baseline schedule and monthly updates to check project milestones.

2.4 Schedule of Value (SOV) Approval

The Design-Build contracts issued by the Office of innovative Delivery are lump sum contracts
usually with no more than two bid items consisting of Design Complete and Construction Complete.
The verification of quantities is an essential element in the processing of DB Team payments and
maintaining accountability that GDOT is not authorizing payment for Work not completed. On lump
sum contracts, interim payments are to be measured against a breakdown of the lump sum known
as the Schedule of Values.
Prior to commencement of construction on the lump sum contracts, the PMC-ACM with the help of
the CEI staff should become familiar with the Release for Construction (RFC) Plans by reviewing
the RFC plans and quantities. A detailed breakdown of the lump sum construction bid should be
developed before the work commences. The DB Team submits a schedule of values during the
design phase for approval. This schedule of values usually is not detailed enough to allow interim
payment applications to be approved without extensive, subjective assessment.

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When interim payments are approved by the PMC-ACM, the document record should be in
sufficient detail to be verified by subsequent audit. Refer to Attachment 2 for a checklist of required
documentation. For example, the schedule of values may have a pay item substructure, this pay
item should be broken down into the components of the substructure work (piling, footings,
columns, and caps to approve interim pay estimates).
The key element in using a detailed schedule of values is to guard against paying too much, too
early. The PMC’s role as stewards of the GDOT’s money is to ensure that GDOT never put in the
position that the remaining amount to be paid to the DB Team would be insufficient to complete the
work if the DB Team defaulted or were terminated on the contract. Unless large lump sums are
broken down sufficiently there is always the danger of over payment. Additionally, the PMC-ACM
can be held to criticism if subjective assessments of percentages complete are perceived to be
excessive and unreasonably favorable to the DB Team.
For additional information and example refer to Section 5.6 and Attachment 23 of the Design-Build
Manual.

2.5 Pay Estimate in e-Builder

The DB Team will submit their pay request through e-Builder by 5th of each month.
In the design phase, the PMC-PM and OID-PM will meet with the DB Team to agree to percentages
requested by the DB Team for each pay estimate. Once the percentages are agreed upon, the DB
Team then enters the pay estimate into e-Builder for further review and processing by the PMC-
PM. The PMC-PM verifies the pay estimate and recommends approval in e-Builder. The OID-PM
approves the pay estimate in e-Builder.
In the construction phase, the PMC-ACM will meet with the DB Team to agree to percentages
requested by the DB Team for each pay estimate. The PMC-ACM should base their comparison
on the information developed at the beginning of the project as referenced above. Once the
percentages are agreed upon between the DB Team and the PMC-ACM, the PMC-ACM will send
an e-mail to the PMC-CM and the DB Team stating that the meeting was held and the percentages
are acceptable. The PMC-ACM shall also outline the items from the checklist which are to be
attached to the pay estimate.
The DB Team then enters the pay estimate into e-builder with the additional checklist items for
further review and processing by the PMC-CM. The PMC-CM verifies the pay estimate and
recommends approval in e-Builder. The OID-PM approves the pay estimate in e-Builder.
Refer to Pay Estimate Checklist in Attachment 1.

2.6 Pay Estimate in SiteManager

In the design and construction phases, the PMC-CM will then prepare the necessary paper work
in SiteManager, approve the pay estimate which will then move the pay estimate into the OID-PM
court for final approval then payment.

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The instructions below cover the process of generating a pay estimate in SiteManager. This
process consists of following steps:
1. Creating a Daily Work Report
2. Authorizing the Project Diary
3. Generating an Estimate
4. Generating a Pay Application report
5. Authorizing a Pay Estimate.
A detailed step-by-step process for generating a Pay Estimate is outlined in Attachment 2.

2.7 Construction Quality Management Plan

The DB Team will submit a Construction Quality Management Plan (CQMP) to GDOT for review
and approval.
The DB Team must adhere to the approved CQMP throughout the duration of the project.
CQMP forms and checklists are to be used to facilitate and document quality assurance efforts
including pre-work activity checklists that depict all items required to perform the particular design,
construction, and operational efforts, such as; means and methods, subcontractor involvement,
materials and inspection, and testing requirements.
The DB Team shall maintain construction workmanship and materials quality records of all
inspections and tests performed per the approved CQMP. These records shall include factual
evidence that the required inspections or tests have been performed by GDOT and its
representative, including type and number of inspections or tests involved; results of inspections or
tests; nature of defects, deviations, causes for rejection, etc.; proposed remedial action; and
corrective actions taken.
These records shall cover both conforming and defective or deficient features, and shall include a
statement that all supplies and materials incorporated in the work are in full compliance with the
terms of the contract documents. These records shall be available for review and audit to GDOT
and PMC staff.
See Construction Quality Management Plan Checklist* in Attachment 3.

2.7.1 NCR Reporting

 The Originator of the NCR indicates the description of the nonconforming Work and the
applicable requirements, and assigns the NCR to the Responsible Organization for
disposition.
 The Responsible Organization gives a full description of the nature, date, location and
any other pertinent facts, and also indicates the root cause, corrective actions, actions
to prevent recurrence and provides a proposed disposition of the nonconforming Work

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that is the subject of the NCR, by the DB Team’s Quality Manager (QM), the Engineer
of Record (EOR), and GDOT.
 If the disposition is accepted by GDOT Authorized Representative, the Responsible
Organization is notified of the final determination.
 Upon verification that the disposition has been performed, the NCR is closed.
 If the disposition is not accepted by GDOT, the NCR will remain opened until the
disposition is accepted by GDOT.
 If the disposition is accepted by GDOT Authorized Representative, the Responsible
Organization is notified of the final determination.
 Upon verification that the disposition has been performed, the NCR is closed.
 If the disposition is not accepted by GDOT, the NCR will remain opened until the
disposition is accepted by GDOT.
 Refer to DB Manual-Section 5.8.2 Nonconformance Report (NCR) System for additional
information.
Please find an NCR Form in Attachment 4.

2.7.2 Request for Information (RFI) Reporting

The Request for Information (RFI) process is to be used if the need for additional information or
interpretation of the Contract Documents occurs. The DB Team should coordinate and submit RFIs
in a proper manner to avoid delays in Contractor’s work or work of subcontractors. Failure to submit
RFIs promptly will not be basis for additional compensation or Contract Time. Additionally, GDOT
can coordinate and submit RFIs if additional information is needed to determine DB Contract
compliance with RFC plans. GDOT can use these earlier in the schedule to avoid the need for an
expedited resolution during critical path construction activities or a need for a NCR after the fact.
Submitting an RFI is a process submitted electronically through e-Builder. First log on to e-Builder;
Select the project, select Processes, and then in the drop-down box next to “Type of Process”,
select Request for Information. Select Start Process, next select Request for Information. Finally,
select Start Process and complete the required information indicated by red asterisk. Once the
required information is completed, submit the form for review. A response will be given to complete
the action in a timely manner.
Please find an RFI Form in Attachment 5.

2.8 Transportation Management Plan

The DB Team shall develop a Transportation Management Plan (TMP) and a traffic control plan
for each phase of its work. The DB Team’s TMP and the traffic control plans shall comply with the
requirements of Section 18 of both Volumes 2 and 3.

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Prior to installation of temporary traffic control devices, review the DB Team’s detailed staging and
TTC plans (including pedestrian traffic control if applicable) for performing specific areas of the
work. The plan shall meet the requirements of the MUTCD and/or Section 150, whichever is more
stringent. Before construction begins, inspect the initial installation of the traffic control devices and
pedestrian traffic control devices if applicable.
Please check the DB Contract as requirements change from project to project.

2.9 Safety Plan

DB Team shall submit to GDOT for acceptance a comprehensive safety plan. The safety plan shall
fully describe:
 DB Team’s policies
 Plans
 Training Programs
 Work Site controls
 Incident response Plans.
DB Team’s Safety Plan shall address procedures for immediately notifying GDOT of all Incidents
arising out of or in connection with the performance of the Work, whether on or adjacent to the
Project.
The prevention of accidents during execution of the project shall be a primary concern of all
participants, and shall be the responsibility of all levels of management. Safety shall never be
sacrificed for production, but shall be considered an integral part of an efficient and quality Project.
See Safety Plan Checklist* in Attachment 6.

2.10 Final Plans Review

The PMC-CM reviews the final plans from a constructability perspective to ensure review
comments have been addressed in accordance with the accepted responses. This review will help
to avoid any future constructability issues. This will be one of the final reviews prior to the issuance
of the Release for Construction (RFC) plans.

* Always check the DB documents for project specific requirements.

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3. Post-Let Construction

3.1 Notice to Proceed 3 (NTP 3)

The PMC-CM shall verify that DB Team has fulfilled the necessary requirements to start
construction.
Refer to the NTP 3* Checklist in Attachment 7

3.2 Subcontracts

The PMC-CM staff will review all the subcontracts to ensure they are in compliance with the State’s
regulations. Once the subcontracts are approved by the OID-PM, the PMC-CM staff adds the
subcontracts to SiteManager. For DBE subcontracts, an additional verification of DBE status is
required.
Refer to the Subcontracts Approval Checklist* in Attachment 8.
Refer to the Instructions to Add Subcontracts in SiteManager* in Attachment 9.

3.3 Pay Estimates

The DB Team will submit their pay request through e-Builder by the 5th of each month. However,
before the DB Team submits their pay estimate in e-Builder, the PMC-ACM and DB Team should
agree on the percentages. The PMC-ACM should also have all the backup information mentioned
in the pay estimate checklist uploaded on e-Builder before PMC-CM and OID-PM can approve the
pay estimate on e-Builder.
Once the pay estimate is approved on e-Builder, the PMC-ACM or DB Team staff generates the
estimate on SiteManager.
Refer to Attachment 10 for the pay estimate checklist for PMC-ACM.

3.3.1 MC Checklist (MC-1)

A Materials Certificate (MC) is required for all DOT projects. A MC verifies that the primary materials
incorporated into the work are of acceptable quality.
A MC Checklist (MC-1) has been developed to assist the Department in certifying materials
requirements on DOT projects in a timely manner. MC Checklist must be updated on a monthly
basis.
All materials that are used on DOT projects have materials requirements, even those materials of
a temporary nature. The Contract document, the Specifications and the Sampling, Testing and
Inspection Manual should be consulted for complete materials requirements. Once final plans are

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approved, summary of quantities is sent to OMAT. OMAT sends the checklist based on summary
of quantities.
OMAT has a Sampling, Testing, and Inspection (STI) Manual available. The STI Manual gives
detailed information about:
 Type of construction
 Materials used
 Test procedures
 Sample size
 Acceptance
 Quality assurance
 SiteManager Report
Please check the Instructions to Complete Materials Certificate Checklist* in Attachment 11.
The back-up for MC checklist must be uploaded on e-Builder simultaneously. e-Builder is the official
File Management System for all DB projects. All the files must be managed electronically on e-
Builder.
A generic project folder structure can be found in Attachment 12.

3.3.2 ATSER
On DB projects, e-Builder and ATSER will be the software used for design and construction
submittal tracking, materials certifications, and testing reporting. There are instructions outlined to
complete test reporting for asphalt, concrete, graded aggregate base (GAB) compaction, select
compaction and soil compaction. A representative will set up the project in ATSER and the PMC-
ATSER Administrator will train employees in ATSER.
1. Doing an Asphaltic Concrete Test in Assure-IT
2. Doing a Concrete Test in Assure-IT
3. Doing a GAB Compaction Test in Assure-IT
4. Doing a Select Backfill Material Compaction Test in Assure-IT
5. Doing a Soils Compaction Test in Assure-IT
Refer to Attachment 13 for instructions to update the above tests on ATSER Assure-IT

3.4 Pre-Construction Conference

The PMC-ACM is responsible for coordinating a preconstruction conference with the DB Team,
CEI provider, District / Area Office, utilities, etc. after NTP 3 is issued, but prior to beginning of

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construction activities. The PMC-ACM conducts the pre-construction conference. The meeting is
scheduled on a convenient day after the NTP 3 is awarded and before the DB Team plans to begin
work. At least ten (10) days before the meeting date, notification of the time and place shall be sent
to all interested parties. This notification should include a request for the submission of questions
and potential issues for discussion at the conference. It should include the contact information of
the PMC-CM as a point of contact for information or directions.
Personnel participating in the pre-construction conference shall include but not limited to:
 DB Team
 GDOT OID Staff – related to the Project
 GDOT District Personnel
 GDOT District Materials Manager
 Representatives from Utility Companies
 Local authorities as necessary
 FHWA – For Projects of Division Interest (PoDI)
When railroad facilities are within the project limits and/or are part of the scope of work, a notice
shall be sent out at least fourteen (14) days before the conference to the railroad representative
listed in the Contract Special Provision for the Protection of Railway Interests. This notice shall
identify the project using the railroad milepost, city and county given in the description in the Special
Provision noted above. A copy of this notice shall be sent to the State Utilities Engineer.

3.5 Regular Meetings

The DB Team will conduct bi-weekly progress meetings during the construction phase. The
meetings are held at the field office. A notification with meeting time, call-in conference number,
and agenda will be sent via email prior to the meeting day.

3.6 Certified Payroll Reporting (PoDI Only)

The PMC-ACM is responsible for reviewing the DB Team payrolls for compliance with
documentation provided for each employee. Each employee must be correctly classified in
accordance with the work performed. Certified payrolls are required for all laborers - those workers
performing work that is physical and/or manual in nature (including those who use tools or who are
performing the work of a trade) and employed by the DB Team on the “site of the work”. Each
employee must be paid at an hourly rate not less than the wage rate established for the work
classification. To ensure payroll calculations are correct, the PMC-ACM shall make detailed checks
on the mathematics of any payrolls. Each payroll submitted must be accompanied by a “Statement
of Compliance” indicating that the payrolls are correct and complete and that each laborer or
mechanic has been paid not less than the proper Davis-Bacon Act prevailing wage rate.

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For federal (PoDI) projects, PMC-ACM should collect weekly certified payrolls from DB Team within
two weeks after the week ends. All payrolls must be uploaded in e-Builder folders for DB Team and
Subcontractors. Once uploaded on e-Builder, certified payrolls must be sent to the District EEO
officer for further processing.

3.7 EEO Compliance

For projects with DBE Goals, DB Team must submit a monthly, quarterly, and final DBE report to
PMC-ACM. PMC-ACM verifies the report and uploads the report in e-Builder. Once uploaded on
e-Builder, certified payrolls must be sent to the District EEO Officer for further processing.

3.8 Federal Aid Training Program (PoDI Only)

The inspection and reporting requirements for the Federal-aid Highway Construction Contracts
Training Program are an implementation of 23 USC 140(a) and Standard Specification 158.
The reference document for the program is the Georgia Department of Transportation’s On-the-
Job Training (OJT) Program Manual as approved by the Federal Highway Administration. This
document provides additional information and specific instructions on supervision of the Program
and is available on the Office of Equal Employment Opportunity external webpage.
The PMC-CM will approve the initial program plan. A program plan merely identifies proposed
areas of training to meet the Contract requirements and does not identify individual trainees. The
PMC-CM may request guidance from the Office of Equal Employment Opportunity (EEO Office).
PMC-CM shall forward all requests for trainee approvals (Form 1409) to the EEO Office for
approval. PMC-ACM shall perform periodic interviews with each approved trainee to ensure the
employee is receiving the training specified in the approved plan. The PMC-ACM shall document
the interviews on the Labor Interview Form and file reports in the project records.
PMC-ACM shall forward the Contractor’s notice of trainee completion, transfer, and/or termination
(Form 1409) to PMC-CM and PMC-CM will forward them to EEO Office for approval. In the event
of a shortfall, the PMC-ACM shall forward the Contractor’s waiver request to the PMC-CM. PMC-
CM will forward it to EEO Office for analysis and a Good Faith Effort decision. If a waiver is not
granted, the PMC-CM shall deduct prior payments made on pay item 158 (see the EEO Office’s
OJT Manual for details).

3.9 Reporting Procedures

3.9.1 Daily Work Report and Daily Inspection Form Requirements

The Daily Work Report (DWR) and Daily Inspection Form (DIF) are an up-to-date record of the
construction activities occurring each day on the project. The PMC-ACM (or a designated CEI
representative in the absence of the PMC-ACM) must create a DWR for each day of the project.

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The Inspectors/CEI staff must create a DIF for each day on the project. The DWR and DIF are the
source record of working conditions and work performed. DWRs are to be maintained by the PMC-
ACM on the project. DIFs are to be maintained by the Inspectors/CEI staff.
The DWR and DIF should contain, at a minimum, the following information:
 Date – include the date.
 Weather and Temperature – Record the current weather, e.g., rain, cloudy, sunny, etc.
and both AM and PM temperatures on each page every day that work occurs. Document
weather or other occurrences on weekends or holidays that affect progress of the work on
the next daily entry, e.g., rain last night (Sunday).
 Note instructions given or received in the report or form – Some of these instructions
are verified in writing, so referring to these letters in the report or form can be useful as a
cross-reference, e.g., “Letter sent today to document decisions made during utility
coordination meeting” or; “PMC-CM advised supplement agreement 2 has been approved,
therefore, the contractor may proceed with the extra work”
 Unusual Events – Record any unusual events or circumstances that occur on the project,
e.g., “Work interrupted for 30 minutes to allow the President’s motorcade to proceed through
the project”, or “Mr. XYZ of OMR advised permission was granted to provide copy of asphalt
tickets 25 through 30 due to printer failure”. Record events such as flooding, tornados, or
similar natural disasters in detail if they occur on or directly affect the project, including
material availability.
 Contractor’s Representative – Record prime contractor’s superintendent or
representative, and record the subcontractor’s representatives on the project that day.
 Contractor’s Activities – Enter a brief description of the contractors and subcontractor’s
activities, including station ranges, structure numbers, etc. necessary to locate the work and
note the start and completion for such activities. Record contract sites time, milestone
events, such as traffic shifts, bridge opening, or completion of districts elements of work. In
limited detail, identify force account work or directed extra work in the DWR and DIF.
Maintenance of separate force account records will be required for such work.
NOTE: DWR and DIF entries shall occur for every day, including Holidays and weekends, whether
the contractor is working or not.
 Visitors – Record the names of visitors to the Project.
 Remarks – this section contains project-related remarks that can be used to establish
project history, e.g., “Bridge crew demobilized today to work on non-GDOT work for Sumter
County.”
 Equipment – Record when major pieces of equipment are brought in and removed from
the project i.e., cranes, etc.
NOTE: Personal opinions shall not to be included in DWRs and DIFs.

* Always check the DB documents for project specific requirements.

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3.9.2 Inspector/ CEI Daily Inspection Forms

Inspectors/CEI staff will maintain their DIFs in e-Builder. The inspectors will submit their DIFs to
the PMC-ACM via e-Builder. PMC-ACM will review the DIF in e-Builder. If the PMC-ACM finds DIF
acceptable, the PMC-ACM approves the DIF. If not, the PMC-ACM sends it back to the inspector
with comments. If working on bridge bundle projects with multiple bridges, the inspector will provide
a DIF for each project (e.g., each bridge) separately.
Please check the DIF Template in Attachment 14

3.9.3 PMC-ACM Daily Work Reports

PMC-ACMs will record their DWRs in SiteManager based on the DIFs they receive from the
inspectors in e-Builder. The PMC-ACM must record DWR on SiteManager because the Contract
DWR is the official record of Contract Time. Daily entries are necessary for proper documentation.
If working on Bridge Bundles (such as FY 16 Bridges) the PMC-ACM will record only one DWR for
all the bridges in the contract.
Please check the instructions to complete DWR in SiteManager in Attachment 15.

3.10 Traffic Control

For Design-Build Projects, the ACM shall review the DB Teams Traffic Control Plan prior to
installation of the temporary traffic control devices. The plan shall meet the requirements of the
Contract Volumes 2 and 3 Section 18. The ACM shall inspect the traffic control installation in
accordance with the GDOT Construction Manual Chapter 7 Traffic Control.

3.11 Erosion Control

For Design-Build Projects, CEI erosion control inspections shall be performed in accordance with
the RFC Plans and the requirements of Standard Specification Section 167. The ACM shall follow
the procedures outlined in the GDOT Construction Manual Chapter 8 Erosion Control.

3.12 Construction Audits

For Design-Build projects, the standard GDOT audit procedures will be performed in accordance
with the Construction Manual and Material Audit Standard Operating Procedures. The construction
phase of a Design-Build project is similar to that in Design-Bid-Build. Refer to applicable portions
of the GDOT Construction Manual and the Design-Build Construction SOP.
Note: The Construction Audits on Design-Build projects will be conducted by the PCM –
CM and the OID – PM in accordance with the above referenced Construction Manual and
Material Audit Standard Operating Procedures.

* Always check the DB documents for project specific requirements.

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OID DB Construction SOP

3.13 Design Changes

Design changes or errors are the responsibility of the Design-Build Team. Any changes made after
the plans are authorized as RFC must be reviewed by GDOT prior to the Design-Build Team
incorporating into the RFC plan set as a revision. Once a change or error is identified which may
require a revision the Design-Build Team or GDOT shall issue a RFI or NCR to resolve the concern.
GDOT has final acceptance of all RFIs and NCRs issued. In the event of the identification of a
construction issue or a design change, the GDOT OID-PM and PMC-CM shall work with the
Design-Build Team towards a quick resolution of the issue.

* Always check the DB documents for project specific requirements.

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4. Project Close-out

4.1 As-Built Plans

Upon completion of the Project’s construction phase, the Design-Build Team will provide GDOT
with the As-Built plan set in accordance with the requirements set forth in Design-Build Contract
Documents.

The OID-PM must coordinate and provide all as-built drawings to GDOT’s Office of Design Policy
& Support for proper archiving of data.

4.1.1 Mark-Up Criteria for “As-Builts” Plans

Mark in red ink on the as-built plans the following items that may be applicable to a project:
 Alignment or grade changes
 Drainage changes, such as location, flow line, structure size, etc.
 Surface changes, such as ditch paving, under drain pipe, curbs, sidewalks, etc.
 Alternate construction method or item chosen if the original plans offered, alternatives
 Bridge changes, such as footing elevations, footing types
 Changes in guardrail location
 Typical section changes
 Major quantity changes

4.2 Post Design-Build Evaluation

At or around the time of the final walkthrough on the Design-Build Project, the OID-OA will request
that the Office of Engineering Services facilitate a Post Design-Build Review meeting. The meeting
will typically include GDOT SME staff, FHWA (for PoDI projects) and the Design-Build Team. In
some instances, it may be appropriate to include the local government if they were the sponsor of
the project. The typical agenda for the Post Design-Build Review meeting includes the following:
 Project Description
 Design-Build delivery goals
 Project stakeholders
 Project Summary
 Design-Build Proposers
 Stipend

* Always check the DB documents for project specific requirements.

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 Design-Build Request for Qualifications (RFQ)

 Design-Build Request for Proposals (RFP)
 Design-Build Contract Documents
 Environmental documentation
 Environmental Permitting
 NPDES Permit
 Right-of-Way
 Utilities
 Geotechnical
 Design and Construction Phases
 Design-Build Innovations
 Supplemental Agreement Summary
 DBE Utilization
 Summary of observations from Office of Innovative Delivery (ID)
 Summary of observations from Office of Construction
 Summary of observations from Design-Build team
 Recommendations
 Notable achievements by early interaction of design and contractor
 Post Design-Build Evaluation participants

4.3 Substantial Completion

The DB Team is to notify the OID-CM, in writing, of substantial completion of the project, including
correction lists. A project must be complete and in satisfactory condition before a Final Inspection
is requested.

4.4 Final Acceptance

The final acceptance and closeout process is accomplished in accordance with Volume 1 Article 7-
“Substantial Completion, Punch list, Maintenance Acceptance”.
Provide the following to the DB Team within 5 days after the Final Inspection
 Corrections List
 List of information needed for Materials Certification

* Always check the DB documents for project specific requirements.

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OID DB Construction SOP

 List of final reports or other paper work required for acceptance of the project.
1. The Contractor is to notify the PMC-ACM, in writing, of substantial completion of the project,
including correction lists.
2. PMC-ACM will review and verify if the project is ready for final inspection.
3. List of invitees for Final Inspection
a. Area Engineer
b. District Construction Engineer
c. Construction Liaison Engineer
d. District Maintenance Engineer
4. The PMC-ACM will notify the DB Team in writing when the Final Inspection is scheduled so
that the Project Superintendent may attend.
5. The PMC-CM should put the “Closing Conference Date” and “Ready for Final Inspection
Date” in SiteManager key dates for the Project.

4.4.1 Punch List Work

Punch list to be furnished within five (5) business days after final inspection. The Punch List shall
include a listing of all paperwork items need prior to Final Acceptance:
 Final DBE Report
 Pit Releases
 Material Certificate documentation
 Documentation of all deficient work and corrective actions.
PMC-ACM shall notify the Contractor in writing (on GDOT Letterhead), the Punch List Work
remains incomplete. If Work is not on-going, the Contractor shall be directed to begin work within
ten (10) Calendar Days and shall complete the Punch List Work within thirty (30) Calendar days.
1. If the Contractor fails to complete the punch list Work within thirty (30) calendar days, the
PMC-ACM shall report the following in writing to the PMC-CM, the Contractor, and the
Contractor’s Surety:
a. Date the punch list was furnished
b. Status of the punch list Work
c. Date the Work was last performed
2. A statement noting that unless the Punch List Work is completed within thirty (30) Calendar
Days, the PMC-CM will recommend that the DB Team be placed in default. The OID-PM
forwards copies of the letter to the Surety, the OID-OA

* Always check the DB documents for project specific requirements.

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OID DB Construction SOP

3. The OID-OA then notifies the DB Team, in writing, of the recommendation to begin the
Contract Default Process in accordance to the Design Build Agreement (DBA) (Volume 1
of the Contract).

4.5 Materials Certifications

Once the project reaches substantial completion, a final audit is done by State Construction Liaison
at the field office. Once final field audit is completed, the final material audit is conducted by OMAT.
Audit done by OMAT includes but is not limited to the following:
 Final MC checklist- Audited and signed by Construction Liaison
 All as-build quantities
 All test reports and material certifications for QPL products
 Depositions for materials that failed the tests. (e.g. failing concrete cylinders)
Please note that OMAT audits all materials used in the project including materials missing in the
MC checklist.
Once OMAT completes the audit, they will issue a Materials Certificate.

4.6 Final Acceptance

Upon completion of the “punch list” and remaining work and receipt of the Materials Certificate (if
required) the PMC-CM will notify in writing the OID-PM. The OID-PM will either:
 Make Final Acceptance where authorized to do so, or
 Will notify the Office of Construction via the “Final Acceptance Form”.
The effective date of the Final Acceptance will be the date the Punch List is complete or the date
of the Materials Certificate, whichever is the later date.
Please refer to the Final Acceptance checklist in Attachment 16.

4.7 Final Payment

The OID-CM or the designated CEI provider will submit the final package to the OID-PM after
completion of the punch list by the Contractor.
The PMC-CM will notify the OID-PM and OID-OA that the Project is ready for final audit. This
request comes only after the PMC-CM has thoroughly reviewed the project records using the
project checklist for requesting a final audit as a guideline. Immediately upon completion of the final
acceptance, the PMC-CM will transmit final lump sum percentages to the Design-Build Team. This
process will follow the contract closeout procedures.

* Always check the DB documents for project specific requirements.

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OID DB Construction SOP

1. Within four (4) weeks from the date the Project is reported “Punch list Complete”, the
OID-PM will submit the final package to the State Construction Office. This time may be
extended for extenuating circumstances.

2. The PMC-CM will notify, via e-mail, the Contract Liaison (auditor) that the project is
ready for Final Audit. This request comes only after the PMC-ACM has thoroughly
reviewed the project records using the PMC-ACMs Checklist for requesting a final audit
(see checklist) as a guideline. If there are pay items that need an adjustment in quantity
as a result of the final audit, prepare a monthly construction report. Do not place
quantities for payment on the final construction report. The final audit can be performed
prior to receiving a Material Certificate for the project.

3. The PMC-CM will submit all project records to the District, once Final Acceptance and
the Final Audit have been completed.

4. The Engineer is responsible for correcting all exceptions listed on the Final Audit.

5. Immediately on final acceptance, the District will send the final quantities to the
Contractor by registered or certified mail.

a. If the Contractor accepts the “final quantities”, or has no questions within twenty
(20) calendar days, the District Office will forward the Final Package to the Office
of Construction.

b. If the Contractor questions the “final quantities” within twenty (20) calendar days,
the District Engineer will resolve the issue or refer the dispute to the Chief
Engineer for final resolution.

6. The District Office will submit the final package to the Office of Construction for
processing.

7. The Chief Engineer signs the final statement to certify that it is correct and submits to
the Treasurer for payment.

* Always check the DB documents for project specific requirements.

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* Always check the DB documents for project specific requirements.

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OID DB Construction SOP

5. Appendix

5.1 Application Instructions

SiteManager, e-Builder, and ATSER Instructions to be provided digitally.

5.2 Attachments

Attachment 1 – Pay Estimate Checklist

Attachment 2 – Step-by-step process for generating a Pay Estimate
Attachment 3 – Construction Quality Management Plan Checklist
Attachment 4 – NCR Form
Attachment 5 – RFI Form
Attachment 6 – Safety Plan Checklist
Attachment 7 – NTP 3 Checklist
Attachment 8 – Subcontracts Approval Checklist
Attachment 9 – Instructions to Add Subcontracts in SiteManager
Attachment 10 – Pay Estimate Checklist for PMC-ACM
Attachment 11 – Instructions to Complete Materials Certificate Checklist
Attachment 12 – Generic project folder structure
Attachment 13 – Instructions to update tests on ATSER Assure-IT
Attachment 14 – DIF Template
Attachment 15 – Instructions to complete DWR in SiteManager
Attachment 16 – Final Acceptance checklist
Attachment 17 – Traffic Control Form
Attachment 18 – Traffic Interruption Control Form
Attachment 19 – Erosion Control Form

5.3 DOT Forms

To be provided digitally.

* Always check the DB documents for project specific requirements.

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OID DB Construction SOP

5.4 GDT List

Field Inspection List:

No GDT Description of the test

1 GDT 20 This method of test covers the procedures for determining the in-place
density of soils in embankments, cuts, subgrades, subbases, bases,
shoulders, etc., where the percent of material retained on the No. 10 (2 mm)
sieve is less than 45. The method requires the use of the sand cone for
volume determination.
2 GDT 21 This method of test covers the procedures for determining the in-place
density of soil-aggregate mixtures in embankments, cuts, subgrades,
subbases, bases, etc., where the percent of material retained on the No. 10
(2 mm) sieve is 45 or more, or where the percent of material retained on the
1 inch (25 mm) sieve is 10 percent or more.
3 GDT 26 This test method is used to determine the air content of freshly mixed
concrete.
4 GDT 27 This test method is used both in the laboratory and in the field for determining
consistency of concrete
5 GDT 32 This test method is used to determine the air content of freshly mixed
concrete containing highly porous, cellular, or lightweight aggregate
6 GDT 35 This test method is used to make and cure compression and flexure test
specimens of concrete sampled from concrete being used in construction
7 GDT 42 This test method (A) is used to measure thickness of base and subbase
courses. Use Method B to measure thickness of compacted asphaltic
concrete paving mixture and to measure soil cement specimens when using
core measurements to govern the job.
8 GDT 59 This test method is used to determine the in-place density of roadway
materials using a nuclear moisture and density gauge
9 GDT 84 This test method is used in the field to determine the flow of grout mixtures.
You will measure the time of efflux of a specified volume of grout from a
standardized flow cone.
10 GDT 122 This test method is used to determine the temperature of freshly mixed
Portland cement concrete
11 GDT 132 This test method is to determine the percentages of friable particles in fine
aggregate by manipulating individual particles of aggregate between the
fingers to determine the percentage of friable particles.

* Always check the DB documents for project specific requirements.

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5.5 SOP List

GDOT Standard Operating Procedures

SOP 01: Monitoring the Quality of Coarse and Fine Aggregates

SOP 02: Control of Superpave Bituminous Mixture Designs Revised: 4/20/2012
SOP 03: Quality Control and Quality Assurance of Precast/Prestressed Concrete Members and
Structural Precast Concrete Members Revised: 1/1/0001
SOP 04: Certification and Monitoring Procedure for Refineries/Terminals Supplying Performance
Graded (PG) Asphalt Binder and Bituminous Materials to Georgia Department of
Transportation (GDOT) Revised: 1/30/2013
SOP 05: Quality Control of Portland Cement and Blended Hydraulic Cements and Fly Ash and
Granulated Blast-Furnace Slag
SOP 06: Quality Control of Fertilizer and Lime
SOP 07: Distribution of Test Reports
SOP 08: Fabricating, Handling, Transporting, Storing and Field Connections of Bridge Structural
Steel
SOP 09: Inspection of Guardrail Beams
SOP 10: Quality Assurance for Concrete Plants in Georgia 5/14/2015
SOP 11: Inspection of Steel H-Piles and Metal Shell Piles
SOP 12: Inspection of Corrugated Metal Pipe
SOP 13: Nuclear Moisture and Density Testing
SOP 14: Inspection of Traffic Paint
SOP 15: Certified Public Weighers Revised: 5/14/2015
SOP 16: Inspection of Reinforcement Steel
SOP 17: Bituminous - Acceptance of Miscellaneous Construction Items Revised: 10/19/2015
SOP 17: Concrete - Acceptance of Miscellaneous Construction Items
SOP 17: Inspection - Acceptance of Miscellaneous Construction Items
SOP 17: Physical and Chemical - Acceptance of Miscellaneous Construction Items
SOP 18: Inspection of Gray Iron Drainage Castings
SOP 19: Inspection of Concrete Pipe, Precast Manhole & Miscellaneous Precast Products

* Always check the DB documents for project specific requirements.

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GDOT Standard Operating Procedures

SOP 20: Preparation of Daily Activity Reports and Semi-Monthly Activity Reports
SOP 21: Cantilever Sign Structure Inspection Method
SOP 22: Acceptance of Asphalt Rubber Joint and Crack Sealant Revised: 6/11/2013
SOP 23: Testing Management Program
SOP 26: Inspection of Epoxy Coated Reinforcement Steel
SOP 27: Quality Assurance for Asphaltic Concrete Plants in Georgia
SOP 28: Inspection of Polyethylene (PE) and Polyvinyl Chloride (PVC) Corrugated Pipe -
Revised: 6/10/2008
SOP 29: Quality Assurance for Soil-Cement Base Construction
SOP 30: Independent Assurance Program Revised: 1/14/2010
SOP 31: Inspection of Treated Timber Products
SOP 34: Certification of Contractor Personnel and Equipment for Smoothness Testing of
Portland Cement Concrete Pavement with the Rainhart Profilograph
SOP 35: Inspection of Highway Signs
SOP 36: Certification of Laboratory and Personnel For Design of Superpave Asphaltic Concrete
Mixtures Revised: 10/7/2009
SOP 37: Inspection of Thermoplastic
SOP 37F: Inspection of Thermoplastic Striping Operations
SOP 38: Inspection of Glass Beads
SOP 39: Pavement Markings Field Inspection Pavement Markings Field Inspection
SOP 40: Approval of Contractor Job Mix Formulas
SOP 41: Approval of Recycled Asphalt Pavement (RAP) for use in Asphalt Mixtures Revised:
1/1/0001
SOP 42: Intelligent Transportation System (ITS) & Traffic Signal System Components Revised
6/1/2015
SOP 43A: Approval of Warm Mix Asphaltic Concrete Water Injection Foaming Systems
SOP 43B: Approval of Warm Mix Asphaltic Concrete Mixtures
SOP 44: Approval of Material Transfer Vehicle (MTV) for Placement of Asphaltic Concrete
SOP 45: Approval of Non-contacting Laser and Sonar-type Electronic Grade and Slope Controls
SOP 46: Procedure for Calculating Pay Reduction for Failing
SOP 47: Approval of Non-Tracking Tack

* Always check the DB documents for project specific requirements.

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5.6 STI Quick Guide

To be provided digitally.

5.7 QPL List

QPL Link

5.8 List of GDOT Manual

GDOT Design Manuals - Design Guides

GDOT Construction Manual and Specifications

* Always check the DB documents for project specific requirements.

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* Always check the DB documents for project specific requirements.

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Attachment 1 – Pay Estimate Checklist
OID Form: ### Office of Innovative Delivery REV.:0
Date: 8/16/2017
Pay Estimate Checklist

Description from Construction Management Manual Specifications

109.03 Scope of Payment
The Contractor shall receive and accept the compensation provided for in the Contract as full payment for
furnishing all materials, labor, tools, equipment, superintendence and incidentals, and for performing all work
contemplated and embraced under the Contract in a complete and acceptable manner, for any infringement of
patent, trademark or copyright, for all loss or damage arising from the nature of The Work, or from the action of
the elements, for all expenses incurred by or in consequence of the suspension or discontinuance of The
Work, or from any unforeseen difficulties which may be encountered during the prosecution of The Work and
for all risks of every description connected with the prosecution of The Work until its Final Acceptance by the
Engineer, except as provided in Subsection 107.16.The payment of any partial estimate prior to Final
Acceptance of the Project as provided in Subsection 105.16 shall in no way affect the obligation of the
Contractor to repair or renew any defective parts of the construction or to be responsible for all damages due
to such defects.

Date
Description Initials Comments
Verified
CM Manual Specifications

1. Daily Work Reports

2. Quantity Sketches/Calculations

3. Master Lists/Spreadsheets

4. Inspectors Report

5. Field Quantity Books

6. Cross Sections

7. Load Tickets

8. Invoices

9. Material Certifications, QPL and Testing Results

PM Handbook Specifications

1. Cover letter

2. Invoice Verification Worksheet

3. DBE Participation Report

4. Monthly Progress Report

Attachment 2 – Step-by-Step Process for
Generating a Pay Estimate
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

The instructions below mainly cover the process of generating a pay estimate in SiteManager.
This process mainly conisists of following steps-

a. Creating a Daily Work Report

b. Authorizing the Project Diary
c. Generating an Estimate
d. Generating a Pay Application report
e. Authorizing a Pay Estimate.

A detailed step by step process for going through all the above mentioned steps are described
in the document.

Accessing SiteManager application

- Go to mygdot.dot.ga.gov and select applications

- Select SiteManager from the list of applications.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- You can login to SiteManager using your GDOT account credentials.

-
- Home page for SiteManager – Go to SiteManager 3_14d.

Acessing a project in SiteManager

To open any project, follow the instructions provided below.

- Go to Contract Administration
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select Contract Records

- Select Contracts in Contract Records tab

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the required project

- Check the project details and make sure all the details are correct.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Always check the work begin date. If the date is missing, add the date as the NTP date and the
recipient ID will be your GDOT ID C000XXXX. After entering the date and ID, save the changes.
(Save Icon in the toolbar). This needs to be done when you are accessing a project for the first
time. Once the Work Begin Date is established, we don’t need to do this before every pay
estimate.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Creating a Daily Report

- Go to the Main Panel and select Daily Work reports

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Go to Daily Work Reports. (Some times a window may pop-up to select the project)
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- In Daily Work Reports, always check the contract ID before proceding further. Enter an
approximate temperature and go to project information in remarks tab and give some
information about the project. (As we will have only one daily report per pay cycle during
design phase, please give information about the pay period and work done during the
pay period.) After entering the required information save the work report before going
further.

- After saving the DWR info, proceed to the next tab (Contractors tab). Select the prime
contractor using the drop-down menu and save the changes.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- After selecting the prime contractor, we can skip Contractor equipment and Daily Staff
tabs. Go to work items. Select the required work item. (Design complete or construction
complete)
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- After selecting the line number, a pop- up window similar to the one shown below will
open and select new in the tool bar. Icon to open a new work item

Add the placed quantity, as build quantity & location ( In design phase, we can say that the location is
design phase). Select the contractor using the drop down menu and select the measured indication as
estimate ( As this is a lumpsum job) and save the work report.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Authorizing a Diary

- Once the Daily work report has been generated, it has to be authorized in order to generate an
estimate. Go back to main menu and select Daily Work Reports. Select Diary from the window.

- In the Diary window shown below, select the authorized box and write a brief summary about
the pay period then save the Diary.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Generating an Estimate

- Go back to main panel again and select “Contractor Payments”.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- In the contractor payments tab, select “Estimate” and double click.

- In Estimate tab, double click on “Generate Estimate”.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the contract for generating estimate and double click to open the estimate.

- In the Generate Estimate tab, always check the contact ID and date. The quantity is
automatically picked from the daily work report we created earlier. Once the dates and
contract ID are correct, save and click on “Generate Estimate” icon on the tool bar. You
will see a pop-up window confirming that the estimate has been generated. Make sure
that the confirmation window appears before exiting.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Estimate Report

The reports in SiteManager help us verify the estimate before approval and create a back up for
the approved estimate which needs to be uploaded in e-builder.

- Go back to contractor payments again from the main menu and select reports
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the summary by project in the reports tab.

- Select the project for generating the report and double click on the contract ID to go to
the reports
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the pay estimate whose report needs to be generated.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

A sample report generated is shown below. Check for the critical things like Contract ID, pay period,
percentage complete and project payable. We can print this report or save it as a backup for the pay
estimate.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Approving an Estimate

Once all the quantities and project payables are correct, go to the estimate tab again and select
estimate approval. A pop- window will appear showing the estimates in your court for approval.
Select the required estimate and approve. Once the estimate is approved, it goes to the Area
Engineer’s court for final approval and then goes directly to the finance department.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Once the Estimate is approved, the estimate goes to Area Engineer’s court. (This window pop’s
up only once you close the window (X on the tool bar)).
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

SiteManager – Tool Bar

SiteManager Panel

Customize toolbar

Exit from SiteManager

Help

New
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Open a new project

Close the existing project/page

Save

Previous work report

Work report template

Attachments

- Switching between the projects is a tricky part in SiteManager; you can do this in two
ways.
1. Go open a new project in the tool bar.
2. Exit out from the SiteManager and login again.
Attachment 3 – Construction Quality
Management Plan Checklist
OID Attachment Office of Innovative Delivery REV.:2
Date: 10/15/2017
Construction Quality Management Plan Checklist

Construction Quality Management Plan should include the but not limited to plans, processes and
procedures of the following items.

Date
Description Initials Comments
Verified
Construction inspection, testing, management
1. and administration (and party or personnel
responsible for each activity: GDOT vs DB Team)
Tracking, Measuring and documenting
2.
construction progress

3. Construction decision making

Ensuring that only the most up to date Released

4.
for Construction documents are being used.
Plan/Protocols for inspection, testing and
5.
maintaining quality certifications.
Managing reviews and responses to Construction
(RFIs, Field Changes, Design Changes,
6.
Construction Changes, Claims, etc., during
construction)
Managing and tracking accepted construction
7.
changes
8. Managing and controlling construction schedule
Construction communication, coordination, and
9.
collaboration
10. Environmental compliance

11. Non-compliance management

Attachment 4 – NCR Form
 NCR No:

DATE:
NONCONFORMANCE REPORT (NCR)
Project:

Location of the Bridge:

Corrective Action
Required By:

GDOT Project Manager:

Corrective Action
Audited by:

Contractor:
DESCRIPTION OF NONCONFORMANCE:

Originator: GDOT DATE: 10/12/2017

Responsible Organization:
Proposed Disposition: (Check One):
ACCEPT AS IS REJECT/REPLACE REPAIR REWORK RETEST
Disposition Description:

Responsible Organization: Date: GDOT OID PM Acceptance: Date:

CORRECTIVE ACTION TAKEN:

Responsible Organization DATE:

CORRECTIVE ACTION COMPLETE AND CLOSED:

EOR Review DATE: PMC CM: DATE:

CQM Review DATE: GDOT OID PM: DATE:

Attachment 5 – RFI Form
OID Attachment Office of Innovative Delivery REV.:0
Date:10/15/2017
Request for Information

The Request for Information (RFI) process is to be used if the need for additional information or
interpretation of the Contract Documents occurs. The DB Team should coordinate and submit RFIs in a
proper manner to avoid delays in Contractor’s work or work of subcontractors. Failure to submit RFIs
properly will not be basis for additional compensation or Contract Time. Additionally, GDOT can coordinate
and submit RFIs if additional information is needed to determine DB Contract compliance with RFC plans.
GDOT can use these earlier in the schedule to avoid the need for an expedited resolution during critical
path construction activities or a need for a NCR after the fact.
Submitting an RFI is a process submitted electronically through e-Builder. First log on to e-Builder; Select
the project, select Processes, and then in the drop-down box next to “Type of Process”, select Request for
Information. Select Start Process, next select Request for Information. Finally, select Start Process and
complete the required information indicated by red asterisk. Once the required information is completed,
submit the form for review. A response will be given to complete the action in a timely manner.

Project: Date: PI No:

Originator:
Corrective Action Requested By:
Subject:
Information Requested:

Suggested Solution:

Drawing Reference
Contract Reference

Response:

Corrective Action:

Approved By: Date:

Attachment 6 – Safety Plan Checklist
OID Form: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
Safety Checklist

Description from Design-Build Contract Volumes #2 and #3

DB Team shall submit to GDOT for acceptance a comprehensive safety plan (“Safety Plan”). This
section shall define the requirements to be incorporated into the Project in order to ensure that the
Project is a safe and secure environment for all individuals working on the Project.

The prevention of accidents during execution of the project shall be a primary concern of all
participants, and shall be the responsibility of all levels of management. Safety shall never be
sacrificed for production, but shall be considered an integral part of an efficient and quality Project.

Date
Description Initials Comments
Verified
Safety and health standards to be
1.
adhered to
Roles and responsibilities of the
2.
safety/security staff.
Contractors (meaning prime contractors
and subcontractors combined) having a
3. Safety Director and an accepted safety
manual (or plan) available to all
employees.
Contractors holding periodic on-site
4.
safety meetings.
Contractors conducting periodic on-site
5.
safety inspections.
Contractors providing safety training for
6. all new employees, and refresher training
for all employees.
Contractors conducting drug screening
7.
for all new hires.
Contractors establishing daily
8.
housekeeping and clean-up procedures.
Possible employee sharing of accident
9.
prevention savings.
Having first-aid and medical kits readily
10.
available.
Having a site security plan, possibly
including such items as restricted parking
near vulnerable structures, physical
barriers (fences, barricades, etc.),
11.
coordinated efforts with local law
enforcement officials during heightened
threat levels, video surveillance, alarm
systems, emergency telephones, etc.
OID Form: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
Safety Checklist

Having an emergency preparedness and

incident management plan, including
roles and responsibilities, emergency
12.
evacuations, communications, first
responder awareness training, and field
drills.
Establishment of an employee
13.
identification (ID) system.
Level and frequency of audit and
oversight safety/security reviews to be
14. performed by GDOT, FHWA,
independent consultants, and/or other
agencies (as applicable).
Safety and security periodic reporting
15.
(normally monthly).
Attachment 7 – NTP 3 Checklist
OID Form: XXX Office of Innovative Delivery Rev.0
10/2017
Notice to Proceed #3

Always check the contract for things to be done for N.T.P #3 as the requirements may change from
project to project.

Date
Description Initials Comments
Verified
Project Management Plans
1.

Final Plans for the Project

2.

Approved Schedule of Values

3.
Project Baseline Schedule
4.
Transportation Management Plan
5.
Public Information and Communications Plan
6.
(PICP)- If applicable
Government Approvals as required,
7.
Environmental Permits (Check Contract)
Utility Agreements
8.
Utility Encroachment Permits
9.
Utility Relocation Plans
10.
Certification of “Utility No-Conflict”
11.
DB Team’s Worksite Utility Control Supervisor
12. (WUCS)
DB Team’s Worksite Erosion Control
13. Supervisor (WECS)
DB Team’s Worksite Traffic Control Supervisor
14. (WTCS)
DB Team’s Quality Manager
15.
Borrow and Waste Pits
16.
Sub-contracts (DBE & non-DBE)
17.
Training Program (If applicable)
18.

[Type here]
Attachment 8 – Subcontracts Approval Checklist
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
Subcontractor Checklist

Subcontractor Name:
Reviewed by: Review Date:
Recommendations:

Forms and attachments are required with the subcontractor package:

No. Description of Forms Yes No Initials Comments

1 DOT 485 Request for approval of Subcontract
2 Subcontractor Prequalified (verify on GDOT
website)
3 List of Items in Subcontract
4 DOT 483s-Certification of Subcontractor’s
current capacity
5 Georgia Security and Immigration Compliance
Act Affidavit
6 Subcontractor’s Work Authorization
Certification
7 DOT 484 Status of Contracts on Hand
8 Executed copy of the actual subcontract
Note: If any of the above forms/attachments are not available, the subcontractor package can be rejected
without going further.

Verification of DBE Subcontractors

Go to Mygdot.dot.ga.gov

Go to GDOT offices and select EEO office, under resources select DBE directory and download the file.

Verify if subcontractor name is on that list, if subcontractor’s name is not on the list, then s/he is not a DBE
subcontractor.

No. DOT 485 Request for Approval Available Initials Comments

Subcontract Checklist (Y/N)
1 Project ID
2 Name and vendor ID of the Prime
Contractor
3 Name and vendor ID of the Sub
Contractor
4 Percentage of subcontract %
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
Subcontractor Checklist

Check the Vendor ID of the Prime Contractor and Subcontractor from the GDOT’s website.

Description of Forms Yes No Initials Comments

No.

1 Check the Item Description against PCN

number, Line item number and item code

No. DOT 483s-Certification of Subcontractor’s Available Initials Comments

current capacity Checklist (Y/N)
1 Project Number
2 Current Capacity rating of the subcontractor
3 Status of contracts on hand
4 Current capacity of the subcontractor

Check the total contracts in hand for the sub-contractor against the current capacity of the sub-contractor.

No. Georgia Security and Immigration Information Initials

Compliance Act Affidavit
1 Name of the Prime Contractor
2 Name of Subcontractor
3 Project ID
4 Federal work authorization user Identification
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
Subcontractor Checklist

No. DOT 484-Status of Contracts on Hand Available Initials Comments

(Y/N)

1 Grand Total of work on hand equals to the $

work in hand on DOT 483s

No. Description of Forms Yes No Initials Comments

1 Executed copy of the actual subcontract
2 Is the project PoDI
3 Is the project 100% state funded
4 Exhibit * from the main contract should be
part of the subcontract including descriptions-
Flow Down clause
5 Check and review scope of work
Attachment A
Attachment 9 – Instructions to Add Subcontracts in
SiteManager
Attachment 10 – Pay Estimate Checklist for
PMC-ACM
OID Form: ### Office of Innovative Delivery REV.:0
Date: 8/16/2017
Pay Estimate Checklist

Description from Construction Management Manual Specifications

109.03 Scope of Payment
The Contractor shall receive and accept the compensation provided for in the Contract as full payment for
furnishing all materials, labor, tools, equipment, superintendence and incidentals, and for performing all work
contemplated and embraced under the Contract in a complete and acceptable manner, for any infringement of
patent, trademark or copyright, for all loss or damage arising from the nature of The Work, or from the action of
the elements, for all expenses incurred by or in consequence of the suspension or discontinuance of The
Work, or from any unforeseen difficulties which may be encountered during the prosecution of The Work and
for all risks of every description connected with the prosecution of The Work until its Final Acceptance by the
Engineer, except as provided in Subsection 107.16.The payment of any partial estimate prior to Final
Acceptance of the Project as provided in Subsection 105.16 shall in no way affect the obligation of the
Contractor to repair or renew any defective parts of the construction or to be responsible for all damages due
to such defects.

Date
Description Initials Comments
Verified
CM Manual Specifications

1. Daily Work Reports

2. Quantity Sketches/Calculations

3. Master Lists/Spreadsheets

4. Inspectors Report

5. Field Quantity Books

6. Cross Sections

7. Load Tickets

8. Invoices

9. Material Certifications, QPL and Testing Results

PM Handbook Specifications

1. Cover letter

2. Invoice Verification Worksheet

3. DBE Participation Report

4. Monthly Progress Report

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

The instructions below mainly cover the process of generating a pay estimate in SiteManager.
This process mainly conisists of following steps-

a. Creating a Daily Work Report

b. Authorizing the Project Diary
c. Generating an Estimate
d. Generating a Pay Application report
e. Authorizing a Pay Estimate.

A detailed step by step process for going through all the above mentioned steps are described
in the document.

Accessing SiteManager application

- Go to mygdot.dot.ga.gov and select applications

- Select SiteManager from the list of applications.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- You can login to SiteManager using your GDOT account credentials.

-
- Home page for SiteManager – Go to SiteManager 3_14d.

Acessing a project in SiteManager

To open any project, follow the instructions provided below.

- Go to Contract Administration
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select Contract Records

- Select Contracts in Contract Records tab

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the required project

- Check the project details and make sure all the details are correct.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Always check the work begin date. If the date is missing, add the date as the NTP date and the
recipient ID will be your GDOT ID C000XXXX. After entering the date and ID, save the changes.
(Save Icon in the toolbar). This needs to be done when you are accessing a project for the first
time. Once the Work Begin Date is established, we don’t need to do this before every pay
estimate.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Creating a Daily Report

- Go to the Main Panel and select Daily Work reports

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Go to Daily Work Reports. (Some times a window may pop-up to select the project)
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- In Daily Work Reports, always check the contract ID before proceding further. Enter an
approximate temperature and go to project information in remarks tab and give some
information about the project. (As we will have only one daily report per pay cycle during
design phase, please give information about the pay period and work done during the
pay period.) After entering the required information save the work report before going
further.

- After saving the DWR info, proceed to the next tab (Contractors tab). Select the prime
contractor using the drop-down menu and save the changes.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- After selecting the prime contractor, we can skip Contractor equipment and Daily Staff
tabs. Go to work items. Select the required work item. (Design complete or construction
complete)
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- After selecting the line number, a pop- up window similar to the one shown below will
open and select new in the tool bar. Icon to open a new work item

Add the placed quantity, as build quantity & location ( In design phase, we can say that the location is
design phase). Select the contractor using the drop down menu and select the measured indication as
estimate ( As this is a lumpsum job) and save the work report.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Authorizing a Diary

- Once the Daily work report has been generated, it has to be authorized in order to generate an
estimate. Go back to main menu and select Daily Work Reports. Select Diary from the window.

- In the Diary window shown below, select the authorized box and write a brief summary about
the pay period then save the Diary.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Generating an Estimate

- Go back to main panel again and select “Contractor Payments”.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- In the contractor payments tab, select “Estimate” and double click.

- In Estimate tab, double click on “Generate Estimate”.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the contract for generating estimate and double click to open the estimate.

- In the Generate Estimate tab, always check the contact ID and date. The quantity is
automatically picked from the daily work report we created earlier. Once the dates and
contract ID are correct, save and click on “Generate Estimate” icon on the tool bar. You
will see a pop-up window confirming that the estimate has been generated. Make sure
that the confirmation window appears before exiting.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Estimate Report

The reports in SiteManager help us verify the estimate before approval and create a back up for
the approved estimate which needs to be uploaded in e-builder.

- Go back to contractor payments again from the main menu and select reports
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the summary by project in the reports tab.

- Select the project for generating the report and double click on the contract ID to go to
the reports
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

- Select the pay estimate whose report needs to be generated.

OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

A sample report generated is shown below. Check for the critical things like Contract ID, pay period,
percentage complete and project payable. We can print this report or save it as a backup for the pay
estimate.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Approving an Estimate

Once all the quantities and project payables are correct, go to the estimate tab again and select
estimate approval. A pop- window will appear showing the estimates in your court for approval.
Select the required estimate and approve. Once the estimate is approved, it goes to the Area
Engineer’s court for final approval and then goes directly to the finance department.
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Once the Estimate is approved, the estimate goes to Area Engineer’s court. (This window pop’s
up only once you close the window (X on the tool bar)).
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

SiteManager – Tool Bar

SiteManager Panel

Customize toolbar

Exit from SiteManager

Help

New
OID Attachment Office of Innovative Delivery REV.:0
Date: 09/15/2015
SiteManager Instructions to create a Pay-Estimate

Open a new project

Close the existing project/page

Save

Previous work report

Work report template

Attachments

- Switching between the projects is a tricky part in SiteManager; you can do this in two
ways.
1. Go open a new project in the tool bar.
2. Exit out from the SiteManager and login again.
Attachment 11 – Instructions to Complete Materials
Certificate Checklist
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 9/15/2017
Material Certificate Standard Operating Procedures

A Materials Certificate (MC) or Materials Reconciliation (MR) is required for all DOT Projects
except for off system “state-aid” Projects. A MC or MR verifies that the primary materials
incorporated into the Work are of acceptable quality. A MC Checklist has been developed to assist
the Department in certifying materials requirements on DOT Projects in a timely manner and is
used to obtain the MC and the MR. The MC Checklist only covers items that are part of the final
MC and should not be relied on for all material requirements. All materials that are used on DOT
Projects have materials requirements, even materials that are of a temporary nature. The Contract
document, the Specifications and the Sampling, Testing and Inspection Manual should be
consulted for complete materials requirements.
The Qualified Products List (QPL) contains material products and sources that are pre-approved
for use on GDOT Projects. If a QPL does not exist for a material the Contractor shall supply a
manufacturer‘s certification that the material meets the specifications or it shall be sampled and
tested before use according to the Specifications. Materials that are covered by a QPL but appear
to be deficient in quality when delivered to the Project shall also be sampled and tested before
use.

Construction shall utilize tools and reference materials provided by the OMAT at the Materials
Audit Web Page and in GA 411 Materials Management to expedite the issuance of the Material
Certificates. The web page provides instructions and required forms for the MC process. The GA
411 Materials Management contains MC Project status reports. Use these reports to check the
MC status of Projects before you contact the Materials Audit Unit.

Projects require a Materials Certificate Checklist (Checklist) to be completed monthly by the CM

and maintained in the Project Files. The Final Checklist shall be sent to OMAT, Materials Audit
Unit. The final Checklist and the final Progress Estimate are required to initiate the materials audit.
Forward both together to OMAT. OMAT may begin the process as early as Substantial Work
Complete Date (Time Stop) or earlier based on reporting in GA 411 and from information pulled
from SiteManager. The ACM should communicate and coordinate accordingly.
The PMC-CM or designated CEI provider will complete all required material certification
documentation to ensure all sampling and testing is completed as required for the project.
The Table below shows the Quarterly MC Checklist dues dates and the construction reports that
should be included on the checklist. Even if work was only performed in one or two of the months
a MC Checklist shall be prepared and kept in the project files by the deadline. MC Checklists for
Off System projects and LAPs are not required.
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 9/15/2017
Material Certificate Standard Operating Procedures

Example:
MATERIALS CERTIFICATION CHECKLIST
Report: January April July October
Month 1 October January April July
Month 2 November February May August
Month 3 December March June September

Process for completing the Material Certificate Checklist

Refer to Attachment ##
Material certifications are to be submitted and tracked through e-builder and ATSER. Material
certification ensures all materials used in the work are acceptable.
After every letting, OMR will prepare a MC checklist for every let project. The MC checklist will be
sent to the Area Engineer shortly after the Construction Office has provided the first construction
report to the Area Engineer.

MC checklist shall be completed every January, April, July and October by the ACM for
every project that had work going on for the previous three (3) months (See Table 1).

If materials are not used during the 3-month cycle a quarterly MC-1 is not required

The ACM will make copies of the checklist to cover every quarter that work is
ongoing
The deadline to submit the checklist is thirty (30) calendar days after the last day
of the report month.
The MC Checklist can be sent electronically or hardcopy
The Materials Audit section of OMR will review the checklists to compare test
reports in their files, verify the QPL sources and pre-inspection numbers, and
review manufacturer certifications. If the MC Checklist has not been received on a
project within thirty (30) day of receiving the first construction report, notify the
Materials Audit Unit.
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 9/15/2017
Material Certificate Standard Operating Procedures

Use the following regarding Materials requirements for all projects:

1. Maintain test reports in the project files as noted on the MC checklist.
2. Forward any Manufacturers Certifications or special reports noted on the
checklist along with the appropriate checklist, not separately.
3. Check that all materials suppliers are on the appropriate QPL and note
source names on the MC checklist as noted. Some pay items have been
combined on the Checklist because they normally are supplied by the
same source-list all sources if that is not the case.
4. All QPLs are maintained on the OMAT website.
5. Do not prepare the following forms if you are using a MC checklist on
your project:
a. DOT 546-Steel Piling and Bridge Rail Reports
b. DOT 549-Highway Guardrail, Post and Offset Blocks.
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 9/15/2017
Material Certificate Standard Operating Procedures

Instructions for Completing the Materials Certificate Checklist

Ex:
A B C D E F G H I J

LIN ITEM LINE DES QPL # Material 1 2 3 OK DOCUMENTATION

E C.
COD ITEM Requiremen
ITE
E ts
M
PE AUDITOR

325 207- FOUND BKFILL 2 DOT-553 SOURCE FROM

MATL, TP II
(1/500 CUBIC PROJECT
YARD or 1/3 TICKETS
STRUCTURES
)

1. Columns A, B, C, D and E will be completed by OMR prior to sending the MC

Checklist to the Area Office.
2. Columns A (Line Item) contains the Line Item number corresponding to the
construction report.
3. Column B (Item Code) and Column C (Line Item Description) are self-explanatory.
4. Column D (QPL #) will contain the QPL number, (if there is no QPL for the item it
will contain “N/A”).
5. Column E (Material Requirements) will contain the test reports that shall be
maintained in the Project file and the approximate frequencies for these tests.
ACMs are also encouraged to review the Sampling, Testing and Inspection Manual
for more detailed descriptions of tests and frequencies.
6. Column F, G, H and J are to be completed by the ACM.
7. The PE is to initial boxes F, G and H monthly, to signify that any required tests
have been reviewed and materials requirements have been met. This should be
done monthly when the monthly report is prepared.
8. Column I is for the Auditor to initial that they have reviewed the checklist and all
items that were paid for during that Quarter had the appropriate materials
requirements in the file, that the quantities paid are covered by appropriate tests,
and any pay penalties have been applied.
 OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 9/15/2017
Material Certificate Standard Operating Procedures

9. Column J (Documentation) is for special notes or for the ACM to identify sources
and/or inspection stamps. Specific requirements or reference to the location of
requirements will be noted on the MC checklist for items not covered under a QPL.

NOTE: For items that note” Source:” note the source or product on the
checklist. The source must be on the current QPL for that item. For items
that note GDT#, CPT#, CMPT#, CPPT#, or AWW# pre-inspection
requirements the PE shall write in the inspection number stamped onto the
product. Do not items that are required to be pre-inspected if they are not
stamped.

EXAMPLE:
A B C D E F G H I J

LINE ITEM LINE DES QPL # Material 1 2 3 OK DOCUMENTATION

ITEM C.
CODE ITEM Requiremen
ts
PE AUDITOR

325 207- FOUND BKFILL 2 DOT-553 GM GM - BM SOURCE FROM

MATL, TP II (1/500 CUBIC
PROJECT
YARD or 1/3
STRUCTURES TICKETS
)

350 402- RECYCLED ASPH 45 DOT-159 (1 - - G BM LOT #’S_1_TO_

CONC LEVELING,
1812 PER LOT) M
INCL. BITUM MATL & _20_
H LIME

565 550- FLARED END 4 OR 56 DOT-553 - - G BM 4-

SECTION, 450 MM,
4418 (1/3 M CPT # _23_
SLOPE DRAIN
STRUCTUR
ES) _OR 56 CMPT
TAG Y SOURCE:
Sherman Concrete
Pipe Co. Rome,
GA.
1100 407- ASPHALT-RUBBER N/A - - - NOT ATTACH 106.05
JOINT AND CRACK CERTIFICATION
0010 USED
SEAL, TP M

In the example above:

OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 9/15/2017
Material Certificate Standard Operating Procedures

A. The ACM (PE) completed the Sources to LINE ITEM 325 and verified that the DOT-
553 test reports were all passing and in the file.
B. The PE wrote in the lot numbers from the 159 reports for the LINE ITEM 350 and
checked that the quantities noted on the 159s matched the pay quantities and any
pay penalties were included on the monthly statement.
C. The PE noted the CPT # and source for LINE ITEM 565
D. The PE would attach a copy of the materials certification provided by the Contractor
for LINE ITEM 1100 if it had been paid for in the past three months.
E. All items may not be paid for in each month. The PE should initial each month that
the item was included in the construction report.
F. The auditor initials that they have seen the items in the file.
G. Dash or strike out months when items were not used.
H. If the item is not used for the entire quarter the auditor will not “not used’
Attachment 12 – Generic project folder structure
OID Attachment: XXX Office of Innovative Delivery Rev.:0
Date:8/07/2017
e-Builder Construction File Management System

A. Construction General

1. Contract
a. RFP
b. Approved Subcontracts
c. Contract Modifications/ Supplemental (Note: e-verify is attached to 485 and line
item list, including all DBE’s)
d. Insurance and P.P. Bond Approved
e. Utility Agreements
f. Time Extensions & Inclement Weather Delays
g. Quarterly DBE Reports
h. NTP Letters
2. Approved Schedule of Values

3. Project Management Plans

a. Construction Quality Management Plan
b. Quality Management Plan
c. Safety Plan
d. Construction Phasing Plan
e. Demolition and Abandonment Plan
f. Transportation Management Plan
g. Survey Control Package
h. PICP Plans

4. Training Program

5. Reference Documents
a. Standard & Special Spécifications
b. Special provisions
c. Construction Manual
d. Bridge Manual
e. Quick guide
f. Erosion and Sedimentation Manuals
g. SOP’s
h. Manual of Uniform Traffic Control Devices (MUTCD)

6. Communication
a. Stakeholders Information & correspondence
b. Bi-weekly Meeting Minutes/Notes

[Type here]
OID Attachment: XXX Office of Innovative Delivery Rev.:0
Date:8/07/2017
e-Builder Construction File Management System

7. Project Schedules
a. Approved Project Baseline Schedule
b. Monthly CPM Schedule Updates
i. Nov-16
ii. Dec-16
iii. Jan-17
iv. Feb-17
v. Mar-17
vi. Apr-17
vii. May-17
viii. June-17
ix. July-17

8. Relief Events and Compensation Events

9. Payment Documentation
a. Approved Pay estimates
b. SiteManager estimate reports

10. Project Photos & Videos

a. Pre-Construction photos
b. Progress photos
c. Post construction photos

11. Construction Phase

I. RFC Plans
II. Shop Drawings and Submittals
a. Roadway
b. Bridge
III. Detour Plans
IV. DB Team Internal Quality Audits
V. Weekly Reports
VI. Environmental
a. 404 Permit
b. Environmental Commitments _ “Green Sheets”
c. UST and Hazardous Waste Site Investigation Report
d. Log – Migratory Birds/Bat Sighting/Incidents
e. Inspections for Protected Species – Protective Barriers
VII. Payment Documentation
a. Weigh tickets
b. Training program approvals

[Type here]
OID Attachment: XXX Office of Innovative Delivery Rev.:0
Date:8/07/2017
e-Builder Construction File Management System

c. Schedule Tracking
i. Daily Work reports
VIII. Audit Reports
a. Audit Reports
b. Actions
c. Correspondance

IX. Erosion Control

a. Erosion Control Permit
b. NOI – NOT documentation
c. Erosion Control Inspection Reports
d. Project Rainfall Data
e. Weekly Inspection Reports
f. Monthly Inspection Reports
g. Outfall/Turbidity Test Reports

X. Geo Technical Documents

a. Soil Survey
b. Bridge Foundation Investigation (BFI)
c. Wall Foundation Investigation (WFI)
d. Geotechnical Reports
e. Pavement Evaluation
f. Drilled Caisson Installation Plan
g. Drilled Caisson Installation & Inspection Reports

XI. Traffic Management

a. Approved Traffic Control Plans
b. Traffic Control Inspection Reports
c. Accident Reports
d. Workzone Law Enforcement – Daily Work Record
e. TIR Reports

XII. Survey/Layout Data

a.Design
b.Construction

XIII. Materials Test Reports & tracking

a. Weigh tickets
i. Asphalt
ii. GAB
iii. Aggregate

[Type here]
OID Attachment: XXX Office of Innovative Delivery Rev.:0
Date:8/07/2017
e-Builder Construction File Management System

b. Material Certificate Checklist

c. QPL’s for all materials
d. Concrete Mix Designs
e. Asphalt Job Mix Formulas
f. Asphalt Test Reports
g. Item 310 Test Reports – Compaction Reports & Depth Checks
h. Concrete Test Reports (DOT 319)
i. Concrete Tickets (Concrete tickets should be grouped as per
submitted DOT 319 with a copy of the submitted 319)
j. Pipe invoices and mill certification
k. Rebar Cut Sheets and Lab Submittal
l. Deck Inspection Checklist -Wet and Dry Steel Cover Checks
m. Profilograph Runs/Rideability/Straightedge Checks
n. Miscellaneous Test Reports (piles, strain poles, deck panels,
grassing, guardrail, etc.) Note: Test reports pertaining to pay
factors need to be filed in the supporting work item
documentation section (Ex. DOT 159 with the particular Asphalt
Pay Item)
o. Exception Reports
XIV. Non-conformance reports

[Type here]
Attachment 13 – Instructions to update tests on
ATSER Assure-IT
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Log into Atser.com and you will see a home page similar to this one.

You will see a list of projects that you have been given access to. You may have one or
multiple projects shown. In this case the CSNHS-0008-00(256) is the default project.

Click on “Testing Activities”.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

These items will show up.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Click on “Log a Sample”. And click on “Asphalt”

You will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

At the top left you will see a drop down box “Copy from”. You can copy all the
information from a previously entered sample or start one from the beginning. If
entering the first sample the main thing to do is enter the “Lot Number” for the type mix
you are using. The Sample Number is made up of the Plant No., the type mix and the
Lot Number for that type mix. There is a drop down box for the Plant No. so you can
pick whatever plant the mix is coming from. Then in the drop down box for “Mix Design”
pick the Mix ID Number you are using. If copying from another sample pick the sample
with the last lot entered. The lot will be the last 4 digits in the sample you are copying.
This automatically copies all the mix design data from previously entered sample. In
this case I copied from Sample 171_25mmSP_0013_QA. Also, make sure you enter
the correct Date.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

You can fill in other pertinent information like “Blend”, “HMA Supplier”, “Asphalt Grade”,
“Type Course”, “Asphalt Grade”, “AC Source”, “Course/Lift”, “Dist. from CL”, “Number of
Sublots” and current “JMF No.”

We have been using the QCT’s certification number in the “Traceability No.” field. That
is so we can search by their no., if needed. But this field can be whatever you want to
use to identify the section of roadway or landmark.

Click on the Hyd Lime and Void Spec boxes also.

Hit Save and you will get this screenshot. Notice I changed the Lot Number to 0001 for
the purposes of these instructions.

NOTE: The below information is for the Asphalt Plant, Go to Page 12 to enter Nuclear Gauge
information.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

There are two ways to enter the GDOT 140 information as shown on this screen shot.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Click on View Sublot Form and you will get this screen shot.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Here is the information for sublot No. 1 for the Extraction Data.

Hit “Calculate and Save” and you will get this screen which is the Sieve Analysis Data.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Then you can enter all of the Sieve Analysis Data.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Hit “Calculate and Save” and the program does all the calculations.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Then enter the information for sublot No. 2 for Extraction and hit “Calculate and Save”.
You will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Hit the “Sieve Analysis Data” and you will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Enter the Sieve Analysis Data for sublot No. 2. Here is how it looks.

Hit “Calculate and Save” and you will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Next hit the “Sample Information” tab.

You will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Continued from Page 5 --- Click on the GDOT 150 – Asphalt Density tab.

You will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Fill in the information from the Nuclear Gauge – the %Asphalt from the Mix Design, the
Gauge No., the Density Standard Count and the Theoretical (Rice Specific Gravity)
Density and hit Calculate and Save. You will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Plug in all the gauge readings and you will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Hit Report to view the GDOT 150 Compaction Report.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Here is how the GDOT 150 Report looks like.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

To do the Strip Test and Lime Check go back to the Sample Information Screen and set
up a new test at the bottom.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

You will get the following screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Enter the Strip Test Time and/or the Lime Checks (%) and hit “Calculate and Save”.

Hit the Sample Information Tab at the top and hit “View Sublot Form”. You will get this
screen. Hit the “Pay Factor” tab.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

You will get this screen.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

Most of the time this will be 1 unless there is a penalty for one of the items being out of
spec.

Go back to the Sample Information Screen, now you can print out the GDOT 159 with
all the information shown from all the tests for this sample. Here is how it looks.

[Type here]
OID Attachment: ### Office of Innovative Delivery Rev.:0
Date:10/16/2017
ASTER.COM-Doing Asphaltic Concrete Tests in Assure-IT

[Type here]
Attachment 14 – DIF Template
 INSPECTOR'S DAILY REPORT Construction

OID Form: ### REV.:0

Office of Innovative Delivery Date: 8/16/2017
Project No.: County District Inspector: Day: Date:

High Temp: AM Conditions: PM Conditions:

Low Temp:

Effects of Weather on Items of Work

Effected Effected
Less Than More Than No Work
No Effect 50% of 50% of All
Items of Work All Day Work Day Work Day Day Remarks

Accidents (Check One): No Yes See Accident Report Dated:

Visitors: Engineering Staff:

Contractor(s) and Personnel

No. Name Type # Hrs Type # Hrs Type # Hrs Type # Hrs
Prime
1. Supt Foreman Operators Laborers

Sub/Utility
2. Supt Foreman Welder Laborers

3 Sub/Utility Foreman
Supt
Sub/Utility
4 Supt Foreman Laborers

Contractor(s) Equipment (Active or Idle)

Contr/ Number Total
Number
Sub Description of Hours
No. Used
Pieces Used
Details of Daily Operations

Inspection Details (Items Checked/Results/Corrective Actions)

Traffic Control Review

Personal Risk & Hazards Assessment (Inspection Staff Only)

N/A

Operational Risk Management Controls

(Check all that apply or indicate"N/A" for Not Applicable)
Hard Hat Ear Protection Fall Protection
Safety Vest Eye Protection Trenching / Shoring
Steel Toed Shoes Safe Parking Confined Space
Lifting / Back Safety Backup Alarm / Spotter Crane Swing Area

Other Controls / Reassessment

Inspector's Signature
Attachment 15 – Instructions to complete DWR in
SiteManager
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

The ACM uses SiteManager only for creating Daily Work Reports (DWR’s)

A detailed step by step process for creating DWR’s is described in the document.

Accessing SiteManager application

Go to mygdot.dot.ga.gov, login with your GDOT credentials and select applications
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

Select SiteManager from the list of applications.

You can login to SiteManager using your Citrix account credentials.

Home page for SiteManager – Go to SiteManager 3_14d.

OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

Acessing a project in SiteManager

To open any project, follow the instructions provided below.

Go to Contract Administration-

Select Contract Records

OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

Select Contracts in Contract Records tab

Select the required project

OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

Check the project details and make sure all the details are correct.

Always check the contract ID, Project number & work begin date and close the window.
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

Creating a Daily Report

Go to the Main Panel and select Daily Work reports

Go to Daily Work Reports. (Some times a window may pop-up to select the project)
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

In Daily Work Reports, always check the contract ID before proceding further. Enter an
approximate temperature and go to project information in remarks tab and give some
information about the project. (Capture all the information about the work done in the Project
Information Tab including quantities of the materials placed and inspection details DO NOT
ADD QUANTITES IN WORK ITEMS TAB.) After entering the required information save the work
report before going further.
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

After saving the DWR info, proceed to the next tab (Contractors tab). Select New and add the
prime contractor and save. Select new again and add sub-contractors using the drop-down
menu and save the changes every time.

DO
After selecting the prime and sub-contractors, save the DWR and exit SiteManager.
NOT ENTER ANY QUANTITIES IN THE WORK ITEMS TAB.
SiteManager – Key Notes

SiteManager Panel

Customize toolbar

Exit from SiteManager

Help

New
OID Attachment: ### Office of Innovative Delivery REV.:0
Date: 10/16/2017
SiteManager Instructions to create Daily Work Reports

Open a new project

Close the existing project/page

Save

Previous work report

Work report template

Attachments

Things to remember.

- Switching between the projects is a tricky part in SiteManager; you can do this in two
ways.
1. Go open a new project in the tool bar.
2. Exit out from the SiteManager and login again.
Attachment 16 – Final Acceptance checklist
OID Form: XXX Office of Innovative Delivery Rev.0
Date:9/2017
Final Acceptance Checklist

PI# Project: County: Date:

Description Yes No Date Comments

1. Date Time Stopped
2. Contractors Past
Performance Reports
3. Construction Books
4. DOT Location Books
5. Construction Layout
Books
6. Earthwork Run w/Plots
7. Contractor and Inspector
Diaries
8. Inspector Reports and
Supporting Data
9. Correspondence Files
10. As Built Plans Submit to I.O.P.D
11. Bridge As Built
Foundation Information
12. Contractor Payrolls
13. Material Pit Releases
14. Material Certificate Date
15. Final DBE Report
16. Notice of Termination
17. Final Pavement
Smoothness Report
18. Bridge Deck Surface
Profilographs & Steel
Cover Reports
19. Final Construction Report
20. Allotment Request
Required
21. Closing Conference Date
22. Final Inspection Date Contract Liaison Signature
23. Outstanding Claims
24. Date Punch List to
Contractor
25. Date Punch List
Complete
26. Date Final Records to
District
27. Date Punch List
Complete
28. Date Final Records to Area Engineer Signature
District
OID Form: XXX Office of Innovative Delivery Rev.0
Date:9/2017
Final Acceptance Checklist

29. Date of Final or State Final Acceptance received and

Acceptance accepted date
30. Date of
Certified/Registered letter
to Contractor
31. Date of Contractor
Accepted Quantities
32. Date of 20 days
Expiration
33. Date of Final to General District Contracts Manager
Office Signature
Attachment 17 – Traffic Control Form
OID Form: XXX Office of Innovative Delivery Rev.0
10/2017
Traffic Control Inspection Report (TC-1)

Project No.: _______________ County: ____________________________

Contractor: ___________________________ Date: ______/______/______

Time: _________________

PURPOSE: To provide an adequate warning, delineation, and channelization to assist in

guiding road users in advance of and through the work zone by utilizing proper pavement
markings, signing, and other MUTCD compliant devices.

RESPONSIBILITY: The Worksite Traffic Control Supervisor (WTCS) has the duty of ensuring
that all traffic control devices are installed and maintained according to the requirements of the
Traffic Control Plan.

DEFICIENCIES: Items noted below required corrective measures be performed within the next
________ hours/days. Date of the last inspection: ______/______/______

Location:
Description:
Action Required:

Signature: ____________________________________________________ WTCS or DOT

performing inspection.

DOT inspection presented to WTCS: Time: _______________ Date:

______/______/______

TO BE COMPLETED BY THE WTCS

The attached deficiencies were correct by _____________(time) Date: ______/______/______

Signature: ______________________________ Return TC-1 to DOT inspector. The WTCS certifies that
all traffic control devices in use on the project are NCHRP 350 crashworthy compliance.
Attachment 18 – Traffic Interruption Control Form
OID Form: XXX Office of Innovative Delivery Rev.0
10/2017
Traffic Interruption Reports

Traffic Interruption Reports

Report all detours, road or lane closures, openings to traffic and other traffic interruptions using the
Traffic Interruption Report. The Office of Construction and the Communications Office use this form to
stay informed of construction activities affecting traffic.
Note: The form is an electronic form. The fill in version of the form is located on sv35, click on
Forms97, click on Fill-ins and look for the Traffic Interruption form.

Once the form is completely filled out, send the form by e-mail (or fax) to the following distribution lists:
All traffic interruptions in Clayton, Cobb, Dekalb, Douglas, Fulton, Gwinnett, and Rockdale Counties shall
be reported to:
 Assistant State Construction Engineer

 Construction Liaison Engineer

 District Construction Engineer

 District Maintenance Engineer

 Area Engineer

 District Media Coordinator

 TMC via e-mail (TMC-TrafficInterruptionReports)

 Office of Communications via e-mail (Communications Office-TIR)

When the interruption (i.e., lane closure, detour, etc.) is actually in place notify TMC by Southern Linc
(TMC SL # 28291) or 1-888-424-4929, or 404-624-2653 or fax 404-635-8004. When the interruption is
complete and all lanes are open to traffic, notify TMC by Southern Linc or phone.

All traffic interruptions on the Interstate System – Statewide shall be reported as follows:

 Assistant State Construction Engineer

 Construction Liaison Engineer

 District Construction Engineer

 District Maintenance Engineer

 Area Engineer

 District Media Coordinator

 TMC via e-mail (TMC-Traffic Interruption Reports)

OID Form: XXX Office of Innovative Delivery Rev.0
10/2017
Traffic Interruption Reports

 Office of Communications via e-mail (Communications Office-TIR)

When the interruption (i.e., lane closure, detour, etc.) is actually in place notify TMC by Southern Linc
(TMC SL # 28291) or 1-888-424-4929, or 404-624-2653 or fax 404-635-8004. When the interruption is
complete and all lanes are open to traffic, notify TMC by Southern Linc or phone. All other traffic
interruptions shall be reported to:

 District Construction Engineer

 District Maintenance Engineer

 Area Engineer

 District Media Coordinator

These traffic interruptions DO NOT require the notification of the Assistant State Construction Engineer,
TMC, or Communications; unless it is determined the interruption would significantly disrupt traffic.
When filling out the form:

1. TIME section:

Put the hour and AM or PM, such as 7AM or 8PM. Do not add minutes to the TIME section.

2. LOCATION section:

Note the direction i.e. WB, NB, etc. Give specific names of the roads, mileposts or exit numbers. Do not
give station numbers. Be Specific. Give as much specific information as needed to describe the location,
and the number of lanes closed.

3. HOW WILL TRAFFIC BE AFFECTED section:

List the closure as single, double, pacing traffic, opening new lane, temporary ramp closure, shifting
lanes, etc.

4. PURPOSE section:

Describe the work taking place, i.e. milling and resurfacing, striping, setting beams, utility work, etc.

5. CONTACT section:

The name of the Contractors representative who will be ON SITE during the traffic interruption. Also, the
name of DOT representative who will be ON SITE during the traffic interruption.

All information on the bottom of the form must be filled in. If you have a Southern Linc add your
number under “ADDITIONAL INFORMATION”
OID Form: XXX Office of Innovative Delivery Rev.0
10/2017
Traffic Interruption Reports

If the report submitted is for several days, note “DAILY” on the form.

NOTE: If conditions during construction or traffic interruption reduce the horizontal clearance to less
than 16 feet and/or reduce the vertical clearance to less than 15 feet, the reduced clearances shall be
clearly noted under “Additional Information”. If an oversize load detour is initiated, provide this
information on the form. Send a copy of the form to Permits via e-mail, (OS/OW-
TrafficInterruptionReports), or fax to 404-635-8164(OW) and 404-635-8501 (OS). This applies to all
interruptions regardless of county or route.

The form should contain only one activity per report, unless multiple activities will occur simultaneously
in the same general location and during the same time frame. The following schedule should be
followed:

1. Notice of openings should be given two (2) weeks in advance of implementing the change.

2. Notice of detours should be given one (1) week prior to implementing.

3. Lane closures and other traffic interruptions should be reported a week in advance and at no time less
than three (3) days prior to implementing. Earlier notification is desirable.

NOTE: If a computer is non accessible a hard copy of the Traffic Interruption Report, can be filled in by
hand and faxed per current procedures.
Attachment 19 – Erosion Control Form
EC-1 PG 2

DATE OF INSPECTION:

WECS CARD NUMBER :

INSPECTOR EXPIRATION DATE

GSWCC LEVEL IA CARD NO:

INSPECTOR (EXPIRATION DATE)

EMPLOYED BY:

INSPECTOR SIGNATURE: ______________________________

WECS SIGNATURE: _____________________________________

“I certify this document and all attachments were
prepared under my direction or supervision in
accordance with the Georgia NPDES Permits for
Erosion & Sedimentation Control. The information
submitted is, to the best of my knowledge and belief,
true, accurate and complete. I am aware there are
significant legal penalties for submitting false
information.”

DATE REC’D BY GDOT:

REVIEWED BY FOR GDOT: ______________________________

DEADLINE TO CORRECT:
RE-INSPECT DATE:
If there are no incidents of non-compliance initial the statement below.

_________ “I certify the facility is in compliance with the Erosion, Sedimentation and
Pollution Control Plan and the NPDES permit.”

Provide the current project phase/stage (if applicable):

DEFICIENT BMP RE-INSPECTION

PROJECT No.:
COUNTY :

DATE REPORT PROVIDED TO WECS:

DATE OF RE-INSPECTION:

HAVE DEFICIENT BMP’S BEEN CORRECTED?

SIGNATURE OF INSPECTOR: ________________________________________

ACTION TAKEN FOR UNCORRECTED BMP’S: