108.16 Project Dates

Project dates are divided into two groups: Informational Dates and Contract Site Times. A sample project timeline includes most of the project dates.

108.16.1 Informational Dates

Informational dates are defined by each agency using AWP (AASHTOWARE Project) and may be used for any purpose. MoDOT has decided to use these dates for tracking significant contract events and to facilitate the final plans process.

The person(s) responsible for entering the Informational dates and their definitions follow:

1. Letting Date (LETD) - The date on which bids for the project are accepted and opened publicly by MoDOT. Date passes through AWP during the transition from Preconstruction to Construction modules.

2. Award Date (AWRD-DT) - The date of action of the Commission accepting the bid of the lowest responsible bidder for the work, subject to the execution and approval of a satisfactory contract therefore and bond to secure the performance thereof, and to such other conditions as may be specified or as required by law. The date passes into AWP during contract transition from Preconstruction to Construction modules.

3. Execution Date (EXEC) - The date that the contract has been signed by all parties and approved by the Chief Counsel's Office. The contractor has 15 days from award to return an executed contract for execution by the commission. The execution date can be more or less than 15 days after award based on the time the contractor takes to return the contract and the time for review and execution by the commission. The date for this record is entered at time of contract activation by CM-Division.

4. Notice to Proceed Date (NTP) - The date on or before which prosecution of the work is to begin. This date is specified in the contract and is generally about 60 days after letting. If the contractor does not begin work by this date, the count of working days begins on this date. If the contractor starts before this date, the count of working days begins when the contractor starts work. Date is entered into AWP during contract activation from CM-Division.

5. Work Begin Date (WKBG-DT) - This is the date the contractor begins work and is used by AWP as the start date for the count of contract time. This date is entered by the Project Office.

6. Open to Traffic Date (OPTF) - Leave this field blank except for special program projects that are designated by the Division to have the “opening” date documented. When required, this date serves as a measure of progress towards completion of the special program. Smooth Road Initiative and Focus on Bridges are examples of past programs that required tracking of the Open to Traffic date. The Division will let the REs know what programs require tracking and what parameters constitute the project as being “Open to Traffic”.

7. Date of Final Inspection - See Sec 105.10.7 and EPG 105.15.1.4 Acceptance for Maintenance (Final Inspection) for detail on the Final Inspection. This is the date of the Final Inspection, which is when all corrections and exceptions are complete on the last remaining project to be finally inspected in the contract. This date will be pulled from AWP by Cognos and listed on the Final Acceptance form. (See QRG AWP CO Contract Times). The Final Inspection Date is entered into AWP by the Project Office.

8. Acceptance Date (ACCEPT-DT) - This is the Final Acceptance date as confirmed and documented by the District Construction & Materials Engineer (DCE) on the Final Acceptance Report (C-239). Reference EPG 105.15.2 Final Acceptance. The DCE makes Final Acceptance after receiving the Final Inspection notice from the RE and confirming that all requirements listed in Sec 105.15.2 have been met. Final Acceptance should be made as soon as possible after receiving the final documentation from the contractor, but no later than the 30 day maximum allowed per Sec 105.10.7. The Final Acceptance date is entered by the District Final Plans and Reports Processor.

9. 030 Project Data ready for Matls Summary (MCF) - The date is entered by the project office when the last change order is approved or when it is determined that the current contract quantities are final. The date is used to notify district materials personnel that the materials summary may be completed.

10. 040 Date Final Plans Recvd at District (FPR) - After the project office completes the as built plans, the RE shall notify the DFP&RP by email that the project is complete and ready for review by the district. After confirming all final documents are present in eProjects, the DFP&RP shall enter the date as built plans were received by the district.

11. 080 Materials Summary Submitted to HQ (SSH) - This date is entered by District Materials when the materials summary is completed, uploaded to eProjects and available for review by the CM-Division.

12. 095 Materials Summary Approved by HQ (SAH) - The date is entered by the CM-Division after the materials summary is approved.

13. 050 Date Final Plans Received at HQ (DFPR) - After the district check of the as built plans is complete, the DFP&RP shall notify the Final Plans Reviewer by email that the project is ready for final review and processing. After confirming that all needed documents are present in eProjects, the Final Plans Reviewer will enter the date into this record to indicate the plans have been received by CM-Division.

14. 100 Date Sent to DBE (SDBE) - The Final Plans Reviewer enters this date when the as built plans are sent to Business Development and Compliance (BDC) for their review.

15. 105 – Date Approved by DBE (ADBE) - The date the BDC approved the final DBE participation of the project. The date is populated by the BDC.

16. 110 Date Received from DBE (RDBE) - The Final Plans Reviewer enters this date when the as built plans are received from BDC after their review.

17. Contract Closed for CRLMS Date (CRLMS-DT) - This date represents the review and approval of the final DBE participation for a contract. Entry of this date is necessary for the project data to be reported on the DBE Uniform Report. The date is populated by BDC.

18. 060 Date Final Plans Check is Complete (FPC) - The Final Plans Reviewer will enter this date after completing the review of the as built plans and approving the final estimate as the second level of approval.

19. Contract Items Complete Date (CICM) - This will be the same date as the date of the Final Payment letter (Surety Letter) from the Financial Services office, which occurs after the FS Controller approves the final estimate as the third and final level of approval. The date is entered by the Final Plans Reviewer.

108.16.2 Contract Site Times

Contract Site Times are records of the overall contract time-related information specific to contract. There are three types of contract site time records: Available Time, Calendar Time and Completion Date. These records are used for both the Overall Contract Time and for Milestones associated with the contracts. For more detail on administration of Contract Time, reference the following QRGs: AWP CO Contract Times and Change Order Time Extension.