Category:105 Control of Work

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The many aspects of control of work, including the responsibilities of the resident engineer , preconstruction conferences, duties of inspectors and acceptance of small quantities, are presented in this article. Also discussed is how the district construction and materials engineer is directly responsible to the district engineer and expected to operate as the district engineer's representative.

EPG articles are not referenced as "sections" but as EPG XXX.X to avoid confusion with MoDOT specs (which are contractually binding).




Forms
New Product Evaluation Form
Delegation Of Authority For Approval And Execution Of Documents
Request to Subcontract Work (Form C-220)
Agreement for Shifting State Highway Entrance, page 1
Agreement for Shifting State Highway Entrance, page 2
Agreement for Shifting State Highway Entrance, page 3
Agreement for Shifting State Highway Entrance, page 4
Acknowledgment by Commission
Acknowledgment by Individual
Acknowledgment by Corporation

Contents

105.1. Authority and Duties in Contract Administration (Sec 105.1)

Refer to Sec 105.1 for a list of laws and regulations that establish the resident engineer’s authority over the contract and the circumstances where a suspension of the work may be required.

105.2. Plans and Working Drawings (Sec 105.2)

Refer to Sec 105.2 for the description and purpose of working drawings.

105.3. Conformity with Contract Documents (Sec 105.3)

Refer to Sec 105.3 for instructions regarding the requirements that work be in compliance with the specifications and the action to take when work is unacceptable.

105.4 Coordination of Contract Documents (Sec 105.4)

Refer to Sec 105.4 for a listing of the relative importance of the contract documents.

105.5 Cooperation by Contractor (Sec 105.5)

Refer to Sec 105.5 for instructions regarding the obligation of the contractor to have a set of contract documents on the job site and an agent with knowledge and authority over the project.

It is the responsibility of the resident engineer to encourage an atmosphere of cooperation with the contractor and other interested parties to help ensure a quality job. However, as the department's representative, the resident engineer must ensure that the work meets all contract requirements. It should not be expected to obtain more than what is specified, nor can any less than the contract requires be accepted.

Partnering

Partnering is a management technique used to improve communications and establish an environment of cooperation between all parties. Using a systematic approach, a teamwork spirit is developed, mutual goals set, problem areas identified and a formal conflict resolution process established. Use of the partnering concept promotes good decision-making. It does not change any of the contract provisions.

Partnering should be implemented on a voluntary basis for projects selected by MoDOT based on cost, complexity, and contract time and on projects for which partnering is initiated by the contractor. Projects involving major structures, complex interchanges or critical completion dates are especially suited to partnering.

For projects where both MoDOT's and the contractor's personnel have not had previous partnering experience, a full partnering session with an outside consultant as facilitator is recommended. For projects where personnel have had substantial partnering experience, an abbreviated session with an experienced department facilitator is usually adequate. On projects where all personnel are thoroughly experienced in partnering, a brief session to draft and sign a new project-specific agreement and discuss problems should be satisfactory.

The initial partnering session should be held as soon as possible after the project is awarded. It is essential that all stakeholders be present. MoDOT upper management as well as project-level personnel, prime and subcontractor upper and project-level management, representatives of utilities and other public agencies should attend.

Follow-up meetings must be scheduled to maintain the momentum established at the initial meeting. These meetings must have an agenda and brief minutes with a list of attendees. Regular meetings may be weekly, monthly or at some other regular interval. If they are not scheduled, routine problems tend to go unresolved until they become major issues.

Regular meetings should be held on the project or in the resident engineer's office. MoDOT will pay for one half of all reasonable expenses. These expenses will be nonparticipating by FHWA. If meeting expenses are involved, the contractor should make initial payment and submit an invoice to the project office for payment on the project estimate. Meal expenses are exempt from participation. Copies of any invoices for meeting expenses should be kept with the agenda, minutes, and list of attendees in a project office partnering file for each project.

Acceptance of gifts as partnering items must follow MoDOT's guidelines for gratuities. Partnering logo decals, patches, or signs should be used with discretion so as not to be construed as advertising for the contractor. Signs displayed near meeting sites on the project are acceptable. Signs placed near the roadway in such a manner as to be displayed primarily for the general public are not. The purchase of special items for partnering projects shall be avoided regardless of the method of cost distribution.

A brief partnering summary must be prepared and submitted to the State Construction and Materials Engineer at the conclusion of each partnered project. This summary is critical to the future of partnering at MoDOT and should present an analysis of any advantages gained by the partnering process regarding safety, quality, conflict resolution, timely completion and total cost. A separate analysis by the contractor should be included. Emphasis should be placed on comparison of the partnered project to the outcome of similar projects that were not partnered.

105.6 Cooperation Between Contractors (Sec 105.6)

Refer to Sec 105.6 for instructions requiring cooperation between contractors when more than one contractor must work within overlapping designated project limits.

105.7 Cooperation With Utilities (Sec 105.7)

Refer to Sec 105.7 for instructions requiring cooperation with utilities on or near the job site.

105.8 Construction Stakes, Lines and Grades (Sec 105.8)

Refer to Sec 105.8 for instructions regarding staking.

It is the resident engineer's responsibility to stake the projects and to inform the contractor of the meaning of all stakes except when a bid item for this work is included in the contract. Sec 627 sets forth the requirements for contractor furnished surveying and staking. On projects with contractor furnished staking, it is the resident engineer’s responsibility to perform enough quality assurance checking to ensure that the project has been staked correctly. It is also the resident engineer's responsibility to know and to document that all materials meet controlling specifications, and that the finished project meets alignment, grade, quality, and quantity requirements of the contract. Authority to alter plans is limited to field changes. If changes in specifications or major alterations of plans appear necessary, the resident engineer must investigate the conditions and promptly submit a recommendation to the district engineer. As soon as projects have been staked, the resident engineer should notify property owners in writing that stakes are in place and that fences should be removed promptly.

105.9 Authority and Duties of Resident Engineer (Sec 105.9)

Refer to Sec 105.9 for information on the authority and duties of the resident engineer.

Under direction of the district engineer and the district construction and materials engineer, the resident engineer shall have immediate charge of one or more construction projects. The activities and efficiency of subordinates and the satisfactory prosecution of work is the responsibility of the resident engineer.

The resident engineer will be held responsible for the accuracy of all notes and reporting procedures.

Each resident engineer must keep a diary for each contract being supervised, in which matters of importance regarding the project shall be entered daily. See SM Section 500 for additional guidelines.

The resident engineer is not expected to function as the sole representative of the state but needs various assistants, inspectors and others to closely watch the different phases of work for proper compliance and for keeping records in order.

To have an efficient organization, the line of authority must be well defined. The resident engineer should delegate authority to each employee in line with their administrative responsibilities and should then follow up to see that delegated duties are being properly discharged. The resident engineer is expected to coach project office personnel to develop skills and understanding necessary to exert that authority effectively.

It is good practice to assign responsibility for inspection supervision on the project to one or more experienced inspectors. The resident engineer must give these employees, as chief inspectors, authority to direct and coordinate the activities of all inspection personnel and to make day-to-day decisions involving engineering judgment of an immediate nature.

Although the resident engineer may have a qualified inspector on the project to inspect the work, the resident engineer remains responsible for the overall project and should develop a process to be certain that inspection operations and reports provide assurance that the plans and specifications are being properly interpreted and applied. The resident engineer must also be alert to any difficulties that could arise either in the construction or in the final function of the project and try to make correction at a time when it can be done with a minimum of cost and inconvenience.

All employees are expected to accept assigned responsibility and to make decisions within the authority delegated to them. Every decision should, however, be based on fact and data. It may be necessary to consult a variety of sources to determine facts and gather data before a decision is made.

The resident engineer is responsible to see that project office personnel are adequately trained in a timely manner to perform assigned work. The resident engineer is also responsible to ensure that sufficient training is provided that inspection personnel may be prepared to advance as positions are available.

The resident engineer serves as team leader of the project office work group and is expected to encourage employee involvement in continually improving the quality of work or processes within the project office.

105.9.1 Contractor Relations

A good department-contractor relationship can be maintained if these suggestions are considered:

a. Treat the contractor fairly and impartially.
b. Study the contractor's viewpoint. Be friendly but impersonal with the contractor. Do not put yourself under obligation to any contractor.
c. Do not discuss with outsiders the contractor's methods of handling work. Make any suggestions to the contractor only.
d. Be ready to advise the contractor if requested, but do not make snap decisions.
e. Issue orders only to the contractor or the contractor's authorized representative.
f. Write and retain copies of specific orders given.
g. Discuss the contractor's schedule with the contractor frequently. Coordinate staking and inspection with the contractor's schedule.
h. Do not be arbitrary. Do not become involved in pointless argument with the contractor or the contractor's personnel regarding matters related to the work.
i. Do not accept gratuities from the contractor. Do not be threatened or intimidated by the contractor. Notify your supervisor of any trouble.

105.9.2 Correspondence

All correspondence directed entirely within MoDOT should be on interdepartmental stationery. Letters directed outside MoDOT should be on regular letterhead stationery. The author's initials should appear on all copies. A letter of confirmation should always follow telephone calls originated by the district office.

Address all correspondence for the Central Office to the division engineer concerned. In the heading of all letters, show the division of the writer followed by the subject in a brief form. On all correspondence show distribution on the original and all copies. When correspondence from the district concerns matters that are not of a routine nature, send copies to all affected divisions or to the Chief Engineer.

All letters that are in report form should include a recommendation. If the letter concerns a controversy, discuss the issues on both sides. Establish reasons for any decision that may have been made. Sometimes difficulty on the project or a claim by a contractor is anticipated but has not yet fully developed. When this happens, give a detailed report while the information is fresh. State in the letter that additional information and a recommendation will be sent as the situation develops.

Report immediately all resignations, releases of monthly and hourly base employees and deaths in the manner prescribed by Human Resources. Report any unusual accomplishments by letter to Construction and Materials.

Notify the Assistant State Construction and Materials Engineer, by telephone or by e-mail, when the district construction and materials engineer will be absent from the district for more than one day to avoid a fruitless visit by main office personnel.

105.9.3 Daily Work Reports

The Daily Work Report (DWR) is a detailed and factual listing of work performed on the project, including certain specific information and general remarks, as necessary, to provide complete information on the day’s work. The Diary includes confirmation and acceptance of DWR entries and separate remarks in support of the DWR entries. Refer to Daily Work Reports for additional daily work report guidelines.

The DWR shall be created each day the contractor or subcontractors are active in performing work on the project. For the days they are not active, the DWR is not required, but a SM Diary record with remarks is required indicating that work was not performed on that particular day. All Daily Work Reports and Diary entries shall be kept in SM. Daily Work Reports and Diary entries may be initially entered in ink and maintained in a bound field book when reasonable access to SM is not available near the project site so that routine entries through the day are not allowed. The information must be placed in SM as soon as practical. (Also refer to EPG 239.10 SiteManager Plans).

The resident engineer must maintain a daily resident engineer's diary (Diary Remarks) for each project, or combination of projects, let as a single contract, and each inspector responsible for a major operation must keep a separate daily record (DWR Remarks). The resident engineer's diary need not repeat the inspector's detailed entries but should provide brief daily comments indicating general oversight of the project, and greater detail and the resident engineer’s perspective of extraordinary events as may occur on, or related to, the project. While the resident engineer may designate an individual to create the resident engineer’s diary entries under certain circumstances, it is preferred that the resident engineer make these diary entries a routine part of every day.

The DWR must contain a day-by-day record of all significant items relating to the project. Since it may become important evidence in settlement of claims, or establishment of responsibilities or liabilities, it is essential that notes be complete.

A partial list of items to be noted in the DWR, Diary and associated remarks are:

RE DiaryInspector DWR Diary
(Note: All contract or project wide issues, and communication specifically with the RE, or issues involving an inspector who has no DWR entry for the day)(Note: Operation specific issues, and communication with the authoring inspector)
Official visitors and inspectionsWeather
Orders given the contractor Orders given the contractor
Important discussions with the contractor or the contractor's representative Important discussions with the contractor or the contractor's representative
Work or materials rejected and reasons for rejection Work or materials rejected and reasons for rejection
Time of shutting down or resuming work, and explanations Time of shutting down or resuming work, and explanations
Progress of staking and of surveys made.Work done by contractor's forces during the day
Unusual conditions, if any, such as high water, bridge failures, slides, etc. General purpose of the work
Account of all contractor equipment and personnel that is being utilized on work that has the potential for being in dispute or work that might warrant additional payment. Documenting equipment and personnel is also necessary when there is a delay in work for which MoDOT might be responsible. Account of all contractor equipment and personnel that is being utilized on work that has the potential for being in dispute or work that might warrant additional payment. Documenting equipment and personnel is also necessary when there is a delay in work for which MoDOT might be responsible.
Length and cause of any delay Length and cause of any delay
Arrival or departure of major equipment Arrival or departure of major equipment
Record of important correspondence not filed with project records (for example, emails, phone and in-person conversations)

Entries not made directly in SM must be made in a bound field book, including all detail necessary to tie the entry to the date, project and specific work. Bound book entries must be signed by the person making them. In no case may diary information be kept in loose-leaf form. If an error is made in any entry, it may not be erased or deleted. It must be corrected by drawing a line through the entry and entering correct information elsewhere, or by using the appropriate SM procedure for correcting an error. Proper notes to clarify the correction must be entered and signed by the person making the correction unless the reason for correction is obvious without explanation; for example, misspelled words or incorrect dates. The SM system automatically records the user for all transactions.

At completion of the project, all bound books specific to the project must be filed in the district office as a part of the permanent record.

105.9.4 Documentation Record

See Estimate Based Documentation Records. The estimate includes detail to document pay quantities such as signs, underdrains, barricades, undergrading of small areas, cut compaction, bridge footings, test holes, crevice concrete, trial concrete batches, splicing timber pile (if permitted) and pedestal pile length and elevation.

Incentive payments for smooth pavement and deductions in payment for rough pavement is also to be documented by this means. Incentive payments or deductions in payment may be placed on the estimate under either Line 700 or Line 800. Include detailed remarks to explain the payment or deduction, including the equations used.

The documentation record is also used to document substitutions permitted by the Standard Specifications. This documentation is necessary to ensure proper inspection and a record of the material actually incorporated in the project. The procedure to follow in such cases is as follows:

a. The contractor must propose the use of the permissible substitute at no change in cost to MoDOT.
b. Approval of the contractor's request to make the substitution must be confirmed by documentation.
c. Contract items should not be changed but the final plans must show that the substitution was made. This should be accomplished by use of remarks on the 2A sheet.
In the preparation of this type of record, the record should state the basis for approval substantially as follows:
"Substitution permitted by Sec. ____________ of Standard Specifications"
"Substitution permitted by Special Provision"

105.9.5 Environmental Issues

Environmental issues must be addressed at the preconstruction conference. Topics of discussion should include: Corps of Engineer’s (COE) Section 404 Permits, Missouri Department of Natural Resources (DNR), National Pollution Discharge Elimination System (NPDES) Permit, erosion control, asbestos abatement, well or lagoon closures, tree clearing(Indiana bats), temporary work pads, stream crossings, areas of avoidance, mitigation commitments, borrow sites or slurry discharges from diamond grinding operations.

105.9.6 Field Checks

The District Construction and Materials Engineer is to be represented on all plan field checks and assists in final details of plan preparation by suggesting details for construction where problems have been encountered in the past. A few items that need special attention are classification of excavation material, shrinkage or swell factors, placement and adequacy of entrances, proper location and size of drainage structures, drainage control, traffic handling provisions and designation of linear grading sections. The field check is the best time to determine adequacy of design with respect to such features and should be carefully and thoroughly conducted.

The design representative has the responsibility to prepare a memorandum noting changes on which agreement was reached. The District Construction and Materials Engineer must carefully check this memorandum and if necessary point out omissions or corrections. The memorandum should be checked against letting plans when the project is advertised to assure that agreed changes were incorporated in the design.

All Special Provisions should be reviewed carefully to avoid a misunderstanding during construction. Be sure the intent of each Special Provision is understood and that it is clearly written so others will know what is expected. As soon as plans and proposals have been issued for review by the districts, study them carefully. The district project development engineer should be informed of any corrections or modifications that are necessary for proper administration of the contract.

105.9.7 Field Notes

Field notes are the written record of pertinent information, measurements and observations on the project. Keep them according to uniform practice. As a minimum, meet the following general requirements.

a. Neatness. Use an ink pen or a sharp pencil of at least 3-H hardness. Avoid crowding. Keep the book as clean as possible.
b. Legibility. Use standard symbols and abbreviations to keep notes compact. Use plain lettering to avoid confusion.
c. Clarity. Plan work ahead so that data can be clearly indicated. Do not make ambiguous statements. Line up descriptions and make sketches for clarity. Record data consistently. Assume that the person who will use your notes has no familiarity with the work.
d. Completeness. Show all pertinent measurements and observations. Use a degree of accuracy consistent with the operation. If you are in doubt about the need for data, record it. Review data before leaving the field.
All Entries Must Include:
1. Date
2. Weather conditions
3. Names of all persons in the party
4. Signature of person making entry
e. Permanence. All entries must be made directly into SiteManager or bound field books. At completion of the project, books must be filed in the district office as part of the permanent record.
f. Honesty. Record exactly what is done when it is done. Do not depend on memory at a later time. Never erase. If an entry is incorrect, draw a line through it and insert correct information immediately above. When it is necessary to add data to notes previously prepared, the added item must be dated and signed. Always enter notes directly into the record.
g. Self-Checking. Notes should be kept so that work can be checked without returning to the field. Use positive controls. If notes are properly kept, any person familiar with the project should be able to verify accuracy of the work from information contained in notes.
h. Pride. Strive to turn in notes of which you can be proud. Field records create an impression on others concerning your ability and integrity.
The title page must be completed as the book or project is started. The book must have an adequate index and cross-references so the contents can be easily determined.

Information relative to a single item may be recorded in several field books. Since such data is frequently needed during the active life of the project as well as for the permanent record, it is necessary to have a means of ready reference. It is necessary, therefore, to prepare a master index of all field data in a separate field book, if it is anticipated that the project will require more than six field books other than diaries.

The master index is to be prepared by listing all items in the same sequence as in the contract. Several items may be listed on a page depending on the number of entries anticipated for each item. For ease in locating recorded data other than pay items, such as alignment notes, bench levels, cross sections, slope stakes, structure stakes and similar items, they should be included in the master index.

The master index should be brought up-to-date at least monthly. Otherwise, the recording will become unduly time consuming and the effectiveness of the index will be reduced. The master index, completed in detail, shall be submitted with the final plans. Each individual field book shall also be indexed.

105.9.8 Field Purchase Order

Refer to General Services Procurement Manual for further information guidelines.

105.9.9 Inter-Departmental Relations

Harmonious working relations among all MoDOT employees are most important. Understanding the functions and problems of other divisions as well as how they fit into the overall organization will improve teamwork within the department. Each employee has a responsibility to promote good relations with fellow employees. An employee is expected to carry out instructions of that employee's supervisor. The conduct of each supervisor should be so that it earns the full support and cooperation of those employees for whom the supervisor is responsible. Each employee must know their responsibility and must have authority to handle it.

A major factor in the promotion of good working relations is to keep your supervisor fully informed about all pertinent events that happen on work for which you are responsible. This principle applies equally at all levels of authority.

The resident engineer's staff, in turn, must be briefed on plans and schedules for the work immediately ahead so they are familiar with the work and able to assist in the administration of the work.

105.9.10 Invoices and Commercial Bills

Refer to Accounts Payable in the Financial Policies and Procedures Manual on how to submit invoices for payment.

105.9.11 Order Record

Order records will continue to be written and distributed under this policy.

Order records shall be documented in SiteManager by indicating the existence of the order record using the order record remark in the DWR or Diary. The order record should also be saved to the contract information archive folder. Hand written order records should be scanned and saved.

Order Record (C-259). Do not use order records as a form of general correspondence. They are intended to advise the contractor of specification violations, unsafe conditions and other issues as described here. Order records may be used for contract enforcement if the contractor refuses to comply with specific procedures required by the contract. Examples are traffic handling, use of specified equipment or maintaining an authorized representative on the project. Order records informing the contractor of defective material or of construction items that are not acceptable must be issued as soon as practicable to spare the contractor needless expense if removal is required. An example order record is available.

Number all order records consecutively in the upper right corner of the form. Address them to the general contractor. If an approved subcontractor is involved, "Attn.: Subcontractor" is to be added. In this case give the original to the contractor's representative on the job or send it to the contractor's home office. Prepare a copy for the subcontractor only if the subcontractor is involved.

In the preparation of an order record, it might be helpful to write the order first on a separate piece of paper and then rewrite to eliminate unnecessary words. Orders should be courteous but brief and to the point. State the location, description of work involved and the reason for the order without reference to a basis of payment or any other punitive actions. When orders cover defective work, a brief statement that the work is not acceptable and the reason it is unacceptable should be sufficient. Normally no mention should be made of method of payment, nor should the order give detailed instructions concerning either removal or replacement of any item.

Remember that others may become involved. Send the district office and the main office their respective copies on the day the order is issued. If possible, consult the district office before issuing written orders of major importance. Do not, however, delay beyond a critical point since delay may defeat the purpose for which the order record is intended.

Order records are used to suspend the work when a contractor or subcontractor has allowed liability insurance to lapse. To ensure uniform administration of this procedure, the exact wording should be used on the order record as given for:

a. Expired Insurance for Prime Contractor. "Your liability insurance has expired. Suspend all operations until it is again in order. Project inspection ceases on this date and will not resume until your insurance condition is satisfactory. (See Sec. 104.13, Mo. Std. Specs.)"
b. Expired Insurance for Subcontractor. "The liability insurance of your approved subcontractor,________________, has expired. Suspend the subcontractor's operations until the insurance is again in order. Project inspection of items of work involved in the subcontract ceases on this date and will not resume until your subcontractor's insurance condition is satisfactory. (See Sec. 104.13, Mo. Std. Specs.)"
Typically, an order record will be rescinded when the issue is resolved. The rescission will be written on the lower portion of the original order record and must include the reason for the rescission.

105.9.12 Preconstruction Conference

that provides all of the basic information they need to prepare for the pre-construction conference. See EPG 101 Standard Forms, Construction and Materials for standard letters to use for state and federal projects. The preconstruction conference should be jointly planned with the contractor to discuss construction details, conflict resolution, proposed schedules, traffic control plan, safety, etc. For minor projects, the preconstruction conference shall be optional if the prime contractor and resident engineer agree. Before the meeting, the resident engineer and anticipated project staff should study the plans and special provisions and make a field inspection of the project to become well acquainted with requirements and existing conditions.

Among those who should be invited to the conference are:

a. District personnel from Materials, Design, Construction, Maintenance and Traffic.
b. Resident engineer's project personnel.
c. The contractor and the contractor's project personnel, including subcontractors if known.
d. Representatives of involved utilities and railroads. Railroads and utility companies should be given at least two weeks advance notice in order for them to schedule their personnel to attend.
e. Municipal and/or county engineer if involved.
f. Law enforcement if involved.
g. Any other interested parties involved.

The resident engineer is responsible for preparing the conference agenda (with input from the contractor) for leading the discussions and for making a written record of the conference. The written record is prepared in the form of a letter with concurrence by the prime contractor, with copies to all participants, the district, Construction &. Materials and the project file.

Among subjects to be discussed as they may apply to the project are:

1. Contractor's proposed operating schedule, utility relocation schedule, procedures for assessment of time, time schedule, completion date requirements, etc.
2. Environmental Issues
3. Work to be sublet.
4. A method of resolving conflict.
5. Legal relations and responsibilities, cooperation with utility owners, the public and other contractors, permits in connection with execution of the work, etc.
6. Job Special Provisions, applicable general special provisions, unusual conditions, problems anticipated and clarification of construction details.
7. Haul road requirements, location and scheduling of bypass construction, crossroad closure and access facilities, general responsibilities with regard to traffic and public convenience, signing and barricades, Transportation Management Plan (TMP), etc.
8. Employee and public safety, etc.
9. Delegation of authority by the contractor and engineer, lines of communication, equipment, personnel, etc. The contractor's plan of action, working hours and the numbers and type of equipment should be discussed.
10. The need for follow up meetings.
11. The need for law enforcement in work zones.

It is customary to discuss those items affecting utilities as the first order of business. The utility representatives may then be excused if they do not wish to remain for the detailed discussion of contract work.

The preconstruction conference, if properly conducted, can be a big help in getting the project properly started. Participants should come prepared to make worthwhile contributions to the conference and to improvement of general relations. As moderator, the resident engineer should try to keep within the scheduled agenda once the conference has begun. Any digression should be discouraged as tactfully as possible.

105.9.13 Project Correspondence

Instructions in EPG 105.9.2 Correspondence for handling of district correspondence will generally apply to project correspondence. The resident engineer should maintain a filing system for correspondence that provides ready accessibility to letters received and the response to those letters.

105.9.14 Project Diaries

The resident engineer shall keep in SM a daily diary for each project, or combination of projects, let as a single contract. The diary entry is used to compile and authorize all the daily work reports (DWRs) for a contract and to assess working day charges. The diary entry shall be created each day during the life of the contract, beginning with Notice to Proceed and ending with Substantial Completion. Diaries may be created beyond the Substantial Completion date in order to track any daily work reports that might be necessary to complete payment to the contractor.

The resident engineer or project manager will be required to authorize all daily work reports. The diary shall be the consensus of the resident engineer, and preferably completed by the resident engineer. All comments pertinent to the contracts shall be added to the diary each day for each individual project on the Authorize folder tab using the correct category.

Working days will be assessed to the contract on the charge folder tab of this section of SiteManager as will working days assessed to any milestone.

The resident engineer's diary need not repeat the inspector's detailed entries but may contain only general information about operations that the inspector has covered.

Entries not made in SiteManager must be made directly into a bound field book in ink. Daily entries must be signed by the person making them.

105.9.15 Project Records

The resident engineer will require documents to support acceptance of materials and work items for both quality and quantity. Basis of acceptance for quality, method of measurement and basis of payment are established by specifications.

Documentary evidence on which to base payment must be in accord with MoDOT policies. The types of records required for the various items are covered in the appropriate articles of the Engineering Policy Guide.

The various articles explain the preparation and use of forms to be used at the project level.

105.9.16 Public Contacts

Employees should use courtesy and consideration in all contacts with the public. All of MoDOT is judged by the actions of its employees. Although an employee may not obligate the department to any course of action or any expense without due authorization, always be as tactful and helpful as conditions permit. There are many ways to communicate with the public: newspapers, radio, television, service clubs, chambers of commerce, city and county officials, and direct contact with individuals.

In dealing with residents along the highway, the resident engineer must try to maintain friendly relations. Requests will often be made on which the resident engineer does not have authority to act. When this happens, every effort must be made not to offend those making such requests. Individuals should not be referred to the resident engineer's supervisor but should be told that the matter will be taken up with the resident engineer's supervisor. After this has been done, the resident engineer should personally take the answer back to the interested persons.

105.9.16.1 Involving the District Engineer

If, after thorough discussion of the matter, the person still insists on seeing the district engineer, give the name, address and telephone number of the district engineer and suggest that an appointment be made before visiting the district office to avoid a fruitless trip. The resident engineer should then inform the district engineer of the name of the person requesting the meeting. Give the district engineer a full report of conditions about which the person will want to meet and also the status of the request.

105.9.16.2 News Releases

If conditions develop into public controversy or misunderstanding, full information about the matter should be given to public affairs so that early news releases can inform the public of the facts.

105.9.16.3 Media Contacts

In contacts with newspapers, radio or television, the resident engineer should furnish information only on matters in which the resident engineer is personally responsible and well informed. Questions concerning policy or programs should be referred to the district engineer or public affairs manager for consideration. In some areas, the district engineer may require that all news releases originate with the district office to ensure proper distribution to all interested media.

105.9.16.4 Recurring Reports

105.9.16.4.1 Working Day Reports

Refer to SM Section 502.3 for guidelines on Working Day Reports.

105.9.16.4.2 Federal Oversight

Refer to EPG 123.1.1 FHWA Oversight - National Highway System to identify the interstate bridges and bridges on the National Highway System that will require FHWA review and approval of project work. The Federal Highway Administration has access to SM to review this information.

105.9.16.4.3 Payment Estimates and Stockpile Materials

Refer to EPG 109.7 Partial Payments and SM Section 700 for guidelines for estimates and stockpile materials.

105.9.16.4.4 Employees Time Reports

Refer to Time Reporting in the Financial Policies and Procedures Manual on how to submit time reports.

105.9.16.4.5 Fleet Equipment Reports

Refer to General Services Fleet for guidance on how to maintain fleet equipment records.

105.9.16.4.6 Personnel Reports

The resident engineer is responsible for the MoDOT Accountability and Performance System (MAPS) for all employees under the resident engineer's supervision. The procedure and required forms may be found at http://wwwi/maps/. In addition, each resident engineer's supervisor should be kept currently informed about the qualifications of all personnel under the resident engineer's supervision. The district construction engineer will normally be responsible for the MAPS of the resident engineers and the staff in the district construction office.

Subcontract Approval Request

When a contractor desires to sublet a portion of the work, the request will be prepared on Request to Subcontract Work (Form C-220), provided by MoDOT, and submitted to the resident engineer. Additional information regarding subcontracting and processing this request is provided in EPG 108.1 Subletting of Contract (for Sec 108.1).

105.9.18 Training

Training programs will periodically be prepared by Construction & Materials for presentation in the districts. Use these programs to train personnel expected to work in the type of inspection covered during the season ahead. No training program can be more than a springboard for individual development because of time limitations. Training is a continuing process that is the responsibility of the resident engineer. Urge all resident engineers and their principal assistants to be training conscious so they will help their inspection forces to learn new skills and improve old skills.

105.10 Inspection of Work (Sec 105.10)

Refer to Sec 105.10 for information on scope of inspection, inspection of hidden defects and the authority of other inspecting agencies.

Competent inspection is one of the most important elements entering into any construction work.

All inspectors on construction projects have the duty and authority to enforce specifications. If differences in interpretation arise with the contractor, the matter shall be decided by the resident engineer or, if necessary, by the district office.

The inspector should be constantly alert to situations affecting the safety and convenience of the traveling public. Appropriate action should be taken immediately to correct any condition considered unsafe or unnecessarily inconvenient to the motorist or the general public.

Specified methods for any operation shall be rigidly enforced. Otherwise, the contractor generally determines methods. The inspector must always bear in mind that management of the work is the contractor's business. However, if methods are employed that the inspector believes will impair the quality of the finished job, the inspector shall advise the contractor accordingly and notify the resident engineer immediately. The inspector or the engineer shall in no way attempt to supervise work for the contractor.

The inspector is not authorized to revoke, alter, enlarge, relax, or release any requirements of plans or specifications nor to approve or accept any portion of the work or to issue any instruction contrary to plans or specifications. If conditions arise which seem to make it impractical to enforce specifications, the resident engineer should be contacted at once.

Keep a set of plans and a copy of the specifications available for reference.

Keep a diary in which matters of importance are entered daily.

Study plans and specifications of the job assigned to you. Be fully conversant with all details of the work to be done. If you do not fully understand anything on the plans, ask the resident engineer for clarification.

Never argue with the contractor or the contractor's representatives. Your authority comes from the right to enforce the contract, not from superior knowledge or vocabulary. Every effort consistent with obtaining quality work should be made to maintain a spirit of cooperation and communication with the contractor.

Detailed instructions for inspection of the various phases of the work are contained in individual sections of the manual covering the major phases of highway construction.

105.11 Unauthorized and Defective Work (Sec 105.11)

Sec 105.11 provides the authority to require corrections of unauthorized or defective work. If the resident engineer or the responsible inspector sees deficiencies or defective work, notification should immediately be given to the contractor's representative on the project in writing. Notification is normally in the form of an order record. Do not direct how correction is to be accomplished. If the contractor fails to take corrective action or continues to operate in an unacceptable manner, the resident engineer should contact the district office for advice and assistance, but only after full action within the resident engineer's authority has been taken. Withhold payment from the contractor for any deficiencies or defective work until necessary corrective action has made the work acceptable. Subsequent construction that is directly affected by questionable construction should not be allowed to proceed until disposition of the previously unacceptable work is resolved.

Keep complete records, including diaries, memoranda, etc., detailing circumstances leading to and during the controversy. Records should include conversations with contractor's personnel, weather conditions, suggestions made by project personnel and contractor's reactions, and any action taken in an effort to correct or eliminate the problem when difficulty developed. It is advisable to keep cost records for future reference during corrective action, since this type of problem sometimes leads to claims.

Order records should be rescinded when the contractor has made satisfactory corrections. A general statement indicating corrective action taken is sufficient.

Use should not be permitted of materials for which proper inspection reports have not been received. In some cases verbal approval from district Construction and Materials is acceptable if noted in the diary. Instructions in various sections of the manual cover specific items.

Occasionally, materials previously inspected and approved will be deemed unacceptable when they reach the project. This is particularly true of items that initially have to be inspected while stocked in the supplier's yard. Examples are pipe, guardrail, handrail for bridges, aggregates, etc. When this occurs the resident engineer shall immediately notify district Construction and Materials.

District Construction and Materials shall promptly inspect the item on the project with the resident engineer to determine why the item is considered unacceptable.

This procedure lets district Construction and Materials confer immediately with the inspecting district and central office as needed. District Construction and Materials will tell them the reasons for rejection and arrange for any required corrective measures at point of origin as soon as possible.

105.12 Load Restrictions

Sec 105.12 sets forth load restrictions on active construction projects. When required by that specification, it will be necessary for the contractor to request an overweight permit from Motor Carrier Services (1-866-831-6277), and for the district to furnish that office with their recommendations. All overweight truck crossings will be by an agreement that must be approved by the Chief Engineer and the Commission. In no case will such overweight truck crossings be approved by issuance of the "Contract for Signs at Truck Crossing", by a Driveway Permit, or by a Special Permit. The request should be forwarded to the Construction and Materials Division with the following information:

  • Make,
  • Model,
  • Gross weight (loaded) and
  • Axle spacing of equipment that will be used for hauling.

In most cases, the agreement will require reconstruction of the roadway section to withstand the repeated overloads at the contractor’s expense.

In some situations the contractor may wish to move overweight/over dimension equipment across an existing MoDOT structure (i.e. a bridge) open to traffic. When this occurs, the contractor must inform the resident engineer who then forwards the request to the Bridge Division for review and analysis. This request must be provided to the Bridge Division three weeks prior to the scheduled bridge crossing. The request must include:

  • Longitudinal and transverse dimension of the item to be moved
  • Axle weights and
  • The length and width of the vehicle’s tracks (if it has tracks).

The Bridge Division will review this material to determine if there are any structural issues associated with moving the vehicle across the structure. They will inform the resident engineer of their approval or denial of the contractor’s request. No "special permit" is necessary.

Hours of Operation

If operation is after daylight hours, lighting adequate to illuminate the area will have to be provided by the contractor.

Exact location

The station number and the sight distance from both directions with a plan and profile sheet will be provided. A signal with red and amber lens controlled by a flagman will be required and provided by the applicant. State route traffic will have right-of-way at all times.

The length of time the crossing will be in effect.

In most cases, one or two years with renewable options are included in the agreement. On State routes with heavy traffic volumes, it may be more feasible to consider a grade separation or an adjustment of hours of operation to miss peak periods of traffic.

It is necessary to inform Motor Carrier Services (1-866-831-6277) when traffic is being placed in its final position on newly constructed roadways. It is the duty of the resident engineer to notify Motor Carrier Services whenever a new section of roadway under construction has traffic, traveling through the project, placed in its final position. Also, whenever any temporary restrictions are either implemented or removed in a construction project, Motor Carrier Services should be advised in order to provide the necessary routing guidelines to common carriers moving through these projects.

Vertical Clearance

Vertical Clearance concerns are discussed in construction inspection guidance for Structures.

Stockpiling Material on Bridge Decks

The contractor shall not be allowed to store or stockpile any material on a bridge deck without the approval of the engineer. If for project operations it becomes necessary for the contractor to request to store or stockpile material, the contractor shall submit a written request to the engineer that is signed and sealed by a professional engineer from Missouri. This request shall include an evaluation with both dead and live load calculations to ensure that the material is safe to store. This information shall be forwarded for evaluation to the bridge office via the District Liaison Engineer for Bridge. The engineer may determine that storage of minor material quantities, such as light materials or small quantities that cannot effect the bridge loading, is acceptable on a case-by-case basis without the submittal of a signed and sealed written request. The Resident Engineer may request the assistance of the Bridge Division to review the contractor's proposal for minor material quantities.

105.13 Maintenance of the Work (Sec 105.13)

Refer to Sec 105.13 for information regarding the contractor’s responsibility to maintain the work until accepted for maintenance.

When contract items within the limits of a construction project are damaged prior to acceptance, the contractor is responsible for repair or replacement at the contractor's expense. Placing an item on a pay estimate does not constitute acceptance (refer to Sec 107.12). For example, if a guardrail end treatment is damaged by traffic before it has been accepted, the contractor must replace it without cost to the Commission. The only exceptions to this are when the damage is due to unforeseeable causes beyond the control of, and without fault or negligence on the part of the contractor such as the extreme and far reaching affects of a 500-year flood as occurred in 1993.

The contractor may also be directed to repair permanent facilities of the Commission damaged within the project limits. For example, if a run of guardrail is damaged by traffic on a pavement repair project, the Commission could direct the contractor to make the repair and recover the cost from the responsible third party even though guardrail was not a part of the contract. If the contractor documented that the cost could not be recovered after a good faith effort, the Commission would reimburse the contractor (refer to Sec 104.7.7).

The Commission would normally make repairs on portions of the project on which the contractor has not mobilized. For example, if the contract involved pavement repair on a portion of dual lane, divided roadway and the contractor was working on one side only, the Commission would make repairs on the other side until the contractor mobilized over to it. Once work begins, the contractor is responsible for repairs to the work in that area.

The Commission may make repairs within the project limits to damaged items that pose an immediate threat to the safety of the traveling public if the contractor cannot make them in a timely manner. If the damaged item was part of the contract work and had not been accepted, the cost of such repairs would be the contractor's responsibility.

105.14 Failure to Maintain Roadway or Structure (Sec 105.14)

Refer to Sec 105.14 for instructions regarding the action to take when the contractor fails to maintain the roadway or structure.

105.15 Acceptance (Sec 105.15)

Refer to Sec 105.15 for information regarding acceptance of the project.

A representative of the district office, normally with the resident engineer and the contractor’s representative, makes the semi-final inspection of completed portions of the project. As soon as all corrections noted on the semi-final inspection have been satisfactorily made, the resident engineer should make final inspection of the project.

The district engineer or district construction engineer makes the official partial or final acceptance of a project. District personnel should rely strongly on the recommendation of the resident engineer who has done practically all the engineering work leading to final acceptance. As the work progresses, the contractor should be informed of all department requirements to assist the resident engineer in bringing all items to an acceptable conclusion.

Inspection and acceptance as to completed work may be made when a project on new location is opened to all traffic for convenience of the Commission. This does not extend to those situations where opening part or all of a project to handle traffic while completing the remainder of the work is a contract requirement.

When one or more projects of a combination contract have been inspected and accepted for maintenance, the project office shall enter a key date in SiteManager showing the date the project was accepted. The key date type shall be "Project Accepted for Maintenance."

After a project has been completed and accepted for maintenance, the contractor is required to file the following information to obtain final reimbursement and remaining retainage (if any.) It should be explained to the contractor that prompt submission of these documents will expedite payment of the final estimate and release of retained percentage.

a) Form C-242 - Contractor's affidavit regarding settlement of claims.
b) Verification of DBE Participation - The contractor shall file a list showing the DBEs used and the work performed. The list shall show the actual amount paid to each DBE (required when contract contains DBE Special Provision).
c) If there is retainage on the project then a written consent of the contractor's surety for release of final payment is required.

Upon completion of work performed by parties other than the contractor, shown on the project finance sheet as Codes 3, 5, 6, or 7 when there is participation in the cost by the Federal Highway Administration, corrected quantities of such work should be submitted by letter from the district to Construction and Materials. If there is no change from original quantities, a statement to that effect should be made in the final completion letter.

The Federal Highway Administration will not make final acceptance of forest highway projects until the Regional Engineer for the Forest Service has furnished information that roadside cleanup, camp sites, and conditions resulting from clearing and burning operations are satisfactory. This is the reason for attempting to inspect the project jointly with the forest engineer approximately 30 days before the project is completed.

When final papers for a project are submitted to the main office, the letter of transmittal from the district office should include a recommendation covering assessment of any liquidated damages. The recommendation should cover both liquidated damages assessed for failure to complete the project within contract time and also a recommendation, if applicable, by resident engineer and district relating to DBE participation and the resulting liquidated damages, if any.

Railroad flashing light signals and railroad surface crossing improvement projects require a modification of the usual acceptance procedures. The district should make a semi-final inspection and final acceptance of each installation. Currently, the following types of railroad crossing improvements are under contract:

1. Install Flashing Light Signals (FLS)
2. Install Signals and Gates (SG)
3. Install Cantilevered Signals (CFL)
4. Add Gates to Existing Signals (AG)
5. Upgrade Circuitry (UC)

The type of work included in each agreement is usually given in the first paragraph of the agreement between the railroad and the Commission.

It is requested that when the Final Acceptance Report (Form C-239) is submitted for the "Type of Improvement", the code letters, as listed above, be used to indicate the type of work that has been performed on the project. In some cases, more than one of the five different types are set up. In such case, please indicate both of the code letters to indicate all work involved.

The following information should be completed and forwarded to Construction and Materials with Form C-239:

1. Flashing Light Signals
a. Location of signal posts from edge of travel way and from centerline of tracks.
b. Mounting height of signal face.
c. Length of mast arm (if used).
d. Location of signal face with respect to the traffic lane.
e. Pictures of the signal installation from each approaching traffic lane with the cardinal direction shown.
2. Surface crossing Improvement
a. Type
b. Size-Length and Width
c. Manufacturer of modular units.
d. Pictures taken from one approaching traffic lane and one taken parallel to the centerline of tracks.

105.16 Controversies and Claims for Adjustment (Sec 105.16)

Refer to Sec 105.16 for information controversies and claims for adjustment.

105.17 Venue (Sec 105.17)

Sec 105.17 provides information on the venue of any legal proceedings that may be related to the contract.

105.18 Arbitration (Sec 105.18)

Sec 105.18 provides information regarding arbitration that may be related to the contract.

105.19 Digital Signatures (Sec 105.19)

Sec 105.19 provides for the use of digital signatures on contract documents so the documents may be created, exchanged, signed and stored electronically without the need for a paper copy.

A digital signature may be used to sign a change order or value engineering proposal. Change orders and value engineering proposals must be converted to PDF documents for this process. The user must have a copy of Adobe Professional in order to digitally sign the PDF document as intended. Digital signatures may be affixed by the contractor on contracts that include specification Sec 105.19 or that have been updated by the addition of the digital signature special provision. In either case the contractor must submit the digital signature certificate created by Adobe Acrobat to the Construction and Materials Division, prior to the digitally signing any document. The contractor must also submit a letter listing the individuals authorized to digially sign on the contractor’s behalf. The letter and digital signature certificate will be considered in force on all the contractors’ contracts until modified or withdrawn.

Internal users must also submit the digital signature certificate created by Adobe Acrobat to the Construction and Materials Division, prior to the digitally signing any document, along with a letter listing the individuals authorized to digially sign on the authorized signer’s behalf. The letter and digital signature certificate will be considered in force until modified or withdrawn.

On applicable contracts, a PDF change order may be emailed to the contractor. The contractor will detach the file from the email, to a local storage medium, and open the file from that location. The file can then be digitally signed and saved back to the local storage medium. The file is then attached to an email and sent back to the resident engineer. While the file can be opened from within the email, most email systems will not allow the file to be updated within the email, therefore simply returning the original email would not return the signed copy of the file.

The resident engineer, upon receiving the digitally signed copy of the change order or value engineering proposal, will detach the change order file to the appropriate folder of the Contract Information Archive. The resident engineer can then open the file from its location in the Contract Information Archive and digitally sign the file, saving it back to that location. Change orders must also be processed in SiteManager because the digital signature process has nothing to do with SiteManager.

When working with the digital signature process, best practice is to launch Adobe Professional prior to doing any transaction. If the user simply clicks a link to a PDF file, the system may open the file with Adobe Reader, and a digital signature will not be possible.

For change orders that require additional approval levels, the resident engineer then creates an email, with a link to the file in the Contract Information Archive, and sends the email to the next approver (or assignee). The next approver opens the email, clicks the link to open the file, reviews the file, digitally signs and saves the file, then forwards the email to the next approver, or back to the resident engineer if there are no more approval levels required. For change orders that are electronically processed and approved above the resident engineer level, no paper is required.

The sequence of approval is: contractor, resident engineer, district engineer, division engineer, chief engineer, FHWA. When appropriate, some approval levels may not apply, and the file may be sent directly from the highest required approval level to the FHWA (when the project is listed for federal involvement on Change Orders in the PODI Matrix). The resident engineer may delegate his authority to process and digitally sign the file, however the resident engineer remains responsible for the contents of the file. Typically the district engineer will delegate authority for this process to the district construction and material engineer. Typically the division engineer delegates authority for this process to the construction and materials liaisons.

The digital signature provides the printed name of the individual affixing the signature, and the date. It is not necessary to ink the date, the signature, or the printed name of the approver on the file. The point of this process is to eliminate a need for the document to exist as paper (other than the contractor’s copy, during the transition period). It is required that the digital signature include an image of the signature of the person technically responsible for the document. For example, the clerk may handle the logistics of placing the digital signature on the form, but an image of the resident engineer’s signature will be included.

See the Digital Signature QRGs for more detailed instruction.

105.20 Adjusting Water Service Leads

On certain projects, it is necessary to adjust privately owned water valves, meters and service leads. Such adjustments are often the responsibility of the property owner.

Contracts normally include bid items for the various types of adjustments but also allow the property owners to make the adjustments themselves. If the contractor performs the adjustment for the property owner, he will be paid at unit bid prices and the property owner must reimburse the department for the cost.

As soon as all adjustments are made, the district should request Controller’s Division to submit invoices to the respective property owners involved. The district should provide Controller’s Division with a list of property owners making sure the list is accurate as to the responsible property owner and address. Show type of adjustment(s) for each property and the cost. The list should be provided as soon as all adjustments are complete and should not be held until the project is accepted. This will assist the department in its collection efforts since there is often a lengthy time lapse between adjustments and project acceptance.

105.21 Agreement for Shifting State Highway Entrance

Occasionally a property owner may request to shift a plan entrance on a project. If the entrance location is on limited access, it is necessary to handle the request in a specific manner in order to protect both the department's access rights and the property owner's legal access rights. No additions, deletions, or revisions should be made to entrances to condemned property or to controlled access right of way without written approval of the district engineer.

When a request is received, it should be reviewed in the district by design, right of way, maintenance and traffic, as well as the construction office. If found acceptable to all departments, a standard "Agreement for Shifting State Highway Entrance" should be filled out by the district and executed by the property owner(s), along with the appropriate acknowledgments. (Refer to Agreement for Shifting State Highway Entrance, page 1, page 2, page 3 and page 4, Acknowledgment by Commission, Acknowledgment by Individual and Acknowledgment by Corporation.) In certain instances it may be necessary to prepare a special agreement to cover the conditions encountered. This may be done at the district level or by the legal division.

The district should submit five copies each of the agreement and sketches showing the plan and proposed location of the entrance to the State Construction & Materials Engineer. If the situation is complex, submit a copy of the deed. A letter of transmittal should include why the change is being requested, how it affects the department, will the change result in additional costs, and a recommendation by the district.

Upon receipt by the State Construction & Materials Engineer, the respective divisions in the central office are asked to review the request and provide their comments. After review by the legal division, the agreement will be presented for the Chief Engineer's consideration and approval. The agreement, if approved, will be returned to the district for recording. This process is often time consuming; therefore, the district should initiate the processing as soon as the request is made in order to alleviate any delays to the project. No changes in plan construction should be made until the shift agreement is approved.

Contracts involving changes in access in keeping with the Commission's policy for approving documents (Delegation Of Authority For Approval And Execution Of Documents, effective July 10, 2001) advises that the Director, Chief Engineer, Chief Financial Officer, State Traffic Engineer or District Engineer can execute changes in access: however, deeds and/or other documents used to convey the property must be executed by the chair or vice-chair of the Commission.

105.22 Duties of the District Construction and Materials Engineer

The District Construction and Materials Engineer is directly responsible to the district engineer and is expected to operate as the district engineer's representative. All important decisions made by the District Construction and Materials Engineer must be with the full knowledge and consent of the district engineer. How this mandate is carried out is at the discretion of the district engineer.

When projects are advertised for letting, they are assigned to a resident engineer by letter so that project files contain a record of the assignment. This serves as the resident engineer's authority to incur engineering expenses. Copies of this letter are sent to Construction and Materials and to Community Relations. After the project has been awarded, the contractor is informed in writing of the name and address of the resident engineer to whom the work has been assigned. If, during the life of the project, it is necessary to reassign the work, the name of the new resident engineer is provided in writing to the contractor and copies of this letter sent to Construction and Materials.

The District Construction and Materials Engineer must direct work in a way that will keep engineer-contractor controversy and ill feelings to a minimum. This cannot be done by following a set of rules. If enough thought is given and constant effort is made to place authority and responsibility at the proper levels, a smooth-running organization will follow. When decisions can be made at the proper time and place, desired results should be realized.

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