Category:239 Construction Inspection Guidelines for Final Plans

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Revision as of 10:07, 17 April 2009 by Smithk (talk | contribs) (→‎239.10 SiteManager Plans: Per Construction and Materials, clarification of how to submit final plans)
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A set of final plans is a record as well as a graphic representation of the completed project. The quantities and other information shown on the final plans and in the supporting documents are used by Construction and Materials to determine the final payment due the contractor for the work performed and to furnish other MoDOT divisions with valuable information. Since the final plans are burned onto a CD, it is imperative the plans are neat with changes being made in Microstation.

A sample project timeline
Computing rock blanket
A mass diagram
Another mass diagram
A mass diagram with ¼ mile free haul

If preparation and submission of final plans are delayed, the contractor's final payment is delayed along with MoDOT's reimbursement from the FHWA. Completed final plans should reach the district office within eight weeks after final inspection or within six weeks if the project is one that both costs less than $1,000,000.00 and has fewer than 40 bid items (see Sec 105.10.7). If the Resident Engineer cannot complete final plans in this allotted time, a written explanation must be sent to the contractor notifying him of this delay. A copy of this letter should be sent to the district office and Central Office estimating the date plans will be submitted. The districts are, in turn, allotted two additional weeks for checking plans. Once all the required documentation is received (Final Acceptance, Sec. 105.15.2), the district should immediately send the final plans to Central Office. A sample project timeline is a reference.

Central Office should be notified as soon as accepted for maintenance has occurred and then when final inspection has been made. These could possibly be the same date or may be different dates depending on the job.


239.1 Preparation

Final plans should be prepared carefully, accurately and in sufficient detail so that a person who has not seen the actual construction of the project may obtain a clear picture of the work and be able to check the quantities shown on the plans without requiring additional information. While the final plans are a record of the completed project, it will not be necessary to revise notes to read in the past tense. All sheets should be reviewed and heavied-in in such a way that they will ensure good reproduction. Ink or mylar pencils should be used for making changes if not done in Microstation. Pen plotted original drawings must use black ink. Completed plans should present a neat, uniform and legible appearance. All erasures must be neat, no correction fluid or labels are allowed. The 2A sheet will include the following note:

“These plans accurately depict the configuration and locations of the roadway and all appurtenance features, including modifications designated or authorized by the engineer of record.”

The note will be signed and dated by the Resident Engineer. Since final plans are now scanned onto a CD, it is absolutely necessary they be of good quality. Final plans submitted with sheets torn, crumpled, burned or defaced will be returned for correction. If plans are produced using Microstation, please print them out on 11x17 paper if possible when submitting. There is also a disclaimer stamp in Microstation that can be adjusted to fit the plan sheet.

239.2 Submittal

The RE should send the final plans to the district as soon as possible after checking. This submittal shall include the estimate item detail report from SiteManager and all other final papers pertinent to this project.

The district should send the plans, to Construction and Materials Division with a letter of transmittal. The letter of transmittal should list the material being sent and include the following recommendations, if applicable.

A recommendation should be submitted with the final plans concerning the assessment of liquidated damages if the project has gone into overtime. State whether the prime contractor has been informed in writing of the deduction to be made. The contractor’s objection, if any, should be included.

Prior to release of final payment on Federal-Aid projects containing Disadvantaged and Women’s Business Enterprise (DBE/WBE) special provisions, the contractor is required to file a list showing the DBE's and WBE's used and the work performed. The list is to show the actual dollar amount paid to each DBE or WBE. The Resident Engineer should provide a recommendation as to the contractor's compliance with the required participation.

Final plans should be submitted as soon as they are completed using either the mail or hand-carried by MoDOT personnel.

239.3 Title Sheet

The title sheet shows project location, all equations and limiting stations and the actual constructed length of the project in miles. In the upper right hand corner the route, district, state, job number, project number, contract ID and county will be given. Normally, the title sheet will not require any significant changes. Check to see that all lettering or changes are heavied-in to insure good reproduction and the word “Proposed” is removed.

239.4 Typical Sections

Typical section sheets are to be included in the final plans and are to reflect the as-built sections. Worn or soiled sheets are to be replaced before submitting.

239.5 2A Sheets

The 2A Sheet and the estimate item detail provide a summary of quantities included in a contract for which payment is to be allowed. 2A sheets will no longer be included in contract plans awarded after the summer of 2007, but still should be included in final “as built” plans.

The original quantities shall be changed to reflect the as-built quantities. These sheets must be created using Microstation. Machines must have both Microstation and SiteManager installed on it. Under the Tools menu in Microstation, choose main construction then choose 2A sheet program. Enter at least the first two numbers of the contract ID for search string. Then highlight the contract wanted. Select the printer and paper size.

Those items having alternate numbers in the contract should be corrected to show the proper number used in the project. When options are given, correct as necessary to show only the type material or option used. Example: Crushed stone (A) or Gravel (B), remove the item that was not used.

The 2A Sheets must be created electronically in Microstation. This will automatically add applicable contingent items. This is done after the last change order has been checked and entered in SiteManager. This method to create 2A plot sheets can be edited in Microstation. To edit, first create the 2A sheet using Microstation. This creates a file in Microstation under t:\deproj\construction2A. Open the desired and start making changes. Once the 2A sheet has been created, the same sheet cannot be created again without first deleting the file it created in Microstation. Do this by going into Windows Explorer and going to t:\deproj\construction2A. Any 2A sheet created will be listed here and can be deleted here. After deleting the file, a new 2A sheet can be created.

The 2A Sheet shall identify who prepared and checked the tabulation as “Project Accepted”, “Prepared By”, “Checked By”, “Reviewed By (Resident Engineer)”, “District Office” and “Central Office” as well as provide the substantial compliance certification.

239.6 2B Sheet

Notes and items that are no longer appropriate should be deleted. All quantities should be corrected to show the as-built quantities. Do not remove any items from the 2B sheet. If the item has been underrun completely, enter zero (0) under that item total. Notes in the “Remarks” column should show when field measurement is made. All items that are tabulated on the 2B Sheet by location should be independently crosschecked against the plan profile sheets to determine whether the listed locations agree. If additional blank 2B Sheet forms are needed, created them using Microstation. Contingent items need to be added to the 2B sheets.

239.7 Plan Profile Sheets

Notes on the plan sheets pertaining to construction items may generally be used as listed by correcting to reflect final quantities. Remove all information and data not pertinent to as-built construction between right of way lines, with the exception of all land lines. All removals listed must be taken off the final sheets. Any excavation shown on these sheets should reflect the final amounts for that balance. All utility adjustment work, whether by permit or agreement, is to be inspected by the district and the location recorded on the final plans of the project.

239.8 Reference Points Sheet

Include reference points sheets in final plans making any correction as necessary.

239.9 Special Sheets

Special sheets may be used to show details that would be too extensive or confusing to show on plan sheets. Complex projects require the use of special sheets to show properly such items as utility adjustment work, sewer lines, interchange layouts, ramp grades, etc.

239.10 SiteManager Plans

Submission of final plans includes complete documentation in SiteManager plus any bound field diaries and pay quantity books used to accumulate SiteManager data. When circumstances allow, all data will be entered directly into SiteManager because SiteManager is the primary repository of project data. If bound field diaries or pay quantity books must be used, the information in those bound books will be exactly duplicated in SiteManager as soon as practical and to the extent possible.

239.10.1 Pay Quantity (DWR) Entries

When submitting SiteManager final plans the following changes shall be made in recording work items on the DWR.

All locations and remarks necessary to adequately describe a pay item shall be entered in the location bar of the DWR Work Items tab. A total of forty characters are available in this area. Sufficient detail (at a minimum the station and offset) should be provided to detail the installation. Any other pertinent information that inspectors may need to collaborate their daily activities shall also be entered in this location.

When multiple locations are installed or paid on the same day, a separate location sequence number “Loc Seq Nbr” detailing each installation shall be entered. Combining multiple installations on one entry is unacceptable. Please refer to QRG on daily work reports for detailed information regarding this issue. If these procedures are adhered to, final plans may be submitted using SiteManager documentation.

239.10.2 Guidelines

Documentation guidelines outlined above (DWR) shall be followed.

The “List of Final Quantities” (Impromptu report) serves as the final pay quantity report. This report details each individual installation for all line items included with any project, and shall be submitted. This report takes place of the books.

Estimate Item Detail (SiteManager report) serves as the final estimate and shall have the appropriate check marks showing the RE has checked the estimate against the “List of Final Quantities” report.

The “Pay Quantity Certification” (Word template) shall be submitted with original signatures of each inspector who entered the pay quantities. This report will be attached to the “List of Final Quantities” report.

Each line item contained in the contract shall have an entry in order to show up on the “List of Final Quantities” report. If the line item is a no pay, a zero (0.00) quantity needs to be entered in SiteManager.

Any bound field books containing survey/layout information and field measurements shall be submitted and indexed. The above documents are in addition to those items required for conventional final plans submittal.

239.11 Culvert Sections

Changes in excavation may be computed as deductions or addition to plan unless relocation was necessary. Check Standard Specifications carefully for Class 3 pay limits.

239.12 Bridge Sheets

The Resident Engineer will be furnished drawings of bridge design plan sheets. The drawings are to be used for recording accurate and complete as-built data for each bridge structure. When options such as alternate slabs, joints, etc. are given, remove all but the one actually used. All revisions and additions should be in Microstation. The Resident Engineer should use extreme care in the preparation of final plans to insure that all pertinent information relative to the finished structure is fully and accurately shown. Legibility and neatness cannot be over emphasized since the finals may need to be reproduced at different times in the future.

In the Plan of the Structure on Sheet 1 of the bridge plans, any construction changes made in sizes of the footing should be shown. In pile bents it is necessary to show the spacing of the piles in each bent only when the distance between piles varies from plan by more than the specified tolerance. Actual lengths or ranges of lengths of piling should be shown in the table on the first sheet of the bridge plans, where estimate