Exhibit 2 Local Agency Contract Administration Checklist.pdf

Exhibit E- Page 1 of 5

Local Agency Contract Administration Checklist

COLORADO DEPARTMENT OF TRANSPORTATION

LOCAL AGENCY CONTRACT ADMINISTRATION CHECKLIST

Project No.

STU M055-066

STIP No.

SDR 9001

Project Code 26077

Region R-1

Project Location Quincy-Aurora Pkwy

Date 9/28/2023

Project Description Gun Club Multimodal Capacity Improvements: Quincy-Aurora Pkwy Local Agency City of Aurora

Local Agency Project Manager Cathleen Valencia/ Bret Banwart

CDOT Resident Engineer Maria Hajihagee

CDOT Project Manager Dessmund Prospero

INSTRUCTIONS:

This checklist shall be used to establish the contractual administrative responsibilities of the individual parties to this agreement.

The checklist becomes an attachment to the Local Agency Agreement. Section numbers (NO.) correspond to the applicable chapters of the CDOT Local Agency Desk Reference (Local Agency Manual). LAWR numbers correspond to the applicable flowchart in the Local Agency Web Resource.

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

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

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

Note:

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

LA

WR NO. DESCRIPTION OF TASK

RESPONSIBLE

PARTY

LA CDOT

TIP / STIP AND LONG-RANGE PLANS

2.1 Review Project to ensure it is consistent with Statewide Plan and amendments thereto x

FEDERAL FUNDING OBLIGATION AND AUTHORIZATION

4.1 Authorize funding by phases (Requires FHWA concurrence/involvement if Federal-aid Highway funded project.). Please write in "NA", if Not Applicable. x

PROJECT DEVELOPMENT

1 5.1 Prepare Design Data - CDOT Form 463 x

5.2 Determine Delivery Method x #

5.3 Prepare Local Agency/CDOT Inter-Governmental Agreement (see also Chapter 3) x

2 5.4 Conduct Consultant Selection/Execute Consultant Agreement

• Project Development

• Construction Contract Administration (including Fabrication Inspection Services) x x

3,3A 5.5 Conduct Design Scoping Review Meeting x x 3,6 5.6 Conduct Public Involvement x

Exhibit 3

Exhibit E- Page 2 of 5

LA

WR NO. DESCRIPTION OF TASK

RESPONSIBLE

PARTY

LA CDOT

3 5.7 Conduct Field Inspection Review (FIR) x # 4 5.8 Conduct Environmental Processes (may require FHWA concurrence/involvement) x # 5 5.9 Acquire Right-of-Way (may require FHWA concurrence/involvement) x # 3 5.10 Obtain Utility and Railroad Agreements x # 3 5.11 Conduct Final Office Review (FOR) x # 3A 5.12 Justify Force Account Work by the Local Agency x # 3B 5.13 Justify Proprietary, Sole Source, or Local Agency Furnished Items x # 3 5.14 Document Design Exceptions - CDOT Form 464 x #

5.15 Seek Permission for use of Guaranty and Warranty Clauses (Must be included as a project special) x # 3 5.18 Prepare Plans, Specifications, Construction Cost Estimates and Submittals x

5.19 Comply with Requirements for Off-and On-System Bridges & Other Structural Work x #

5.20 Update Approvals on PS&E Package if Project Schedule Delayed x #

5.21 Ensure Authorization of Funds for Construction x

5.22 Use Electronic Signatures x

5.23 File Project Development Records/Documentation in ProjectWise x

PROJECT DEVELOPMENT CIVIL RIGHTS AND LABOR COMPLIANCE

3 6.1 Set Disadvantaged Business Enterprise (DBE) Goals for Consultant and Construction

Contracts (CDOT Region Civil Rights Office). x

6.2 Determine Applicability of Davis-Bacon Act

This project ☐ is ☒ is not exempt from Davis-Bacon requirements as determined by the functional classification of the project location (Projects located on local roads and rural minor collectors may be exempt.)

Wendy Williams 9/28/2023 CDOT Design Project Manager

Date x

6.3 Set On-the-Job Training Goals (CDOT Region Civil Rights Office) "NA", if Not Applicable x

6.4 Enforce Prompt Payment Requirements x x

6.5 Use Electronic Tracking and Submission Systems – B2GNow ☒ LCPtracker ☒ x

3 6.6 Prepare/submit Title VI Plan and Incorporate Title VI Assurances x 6,7 Ensure the correct Federal Wage Decision, all required Disadvantaged Business

Enterprise/On-the-Job Training special provisions and FHWA Form 1273 are included in the Contract (CDOT Resident Engineer) x #

THIS SECTION DOES NOT APPLY UNTIL CONSTRUCTION FUNDS ARE IDENTIFIED

ADVERTISE, BID AND AWARD of CONSTRUCTION PROJECTS Federal Project (use 7.1 series in Chapter 7) ☒ Non-Federal Project (Use 7.2 series in Chapter 7) ☐

6,7 Obtain Approval for Advertisement Period of Less Than Three Weeks; x # 7 Advertise for Bids x # 7 Concurrence to Advertise x 7 Distribute “Advertisement Set” of Plans and Specifications x 7 Review Worksite & Plan Details w/ Prospective Bidders While Project Is Under Ad x 7 Open Bids x 7 Process Bids for Compliance

Check CDOT Form 1415 – Commitment Confirmation when the low bidder meets DBE goals. (Please write in "NA", if Not Applicable) x Evaluate CDOT Form 1416 - Good Faith Effort Report and determine if the Contractor has made a good faith effort when the low bidder does not meet DBE goals. "NA", if Not Applicable.

x Submit required documentation for CDOT award concurrence x Concurrence from CDOT to Award x

Exhibit E- Page 3 of 5

Approve Rejection of Low Bidder x 7,8 Award Contract (federal) x #

LA

WR NO. DESCRIPTION OF TASK

RESPONSIBLE

PARTY

LA CDOT

8 Provide “Award” and “Record” Sets of Plans and Specifications (federal) x #

THIS SECTION DOES NOT APPLY UNTIL CONSTRUCTION FUNDS ARE IDENTIFIED

CONSTRUCTION MANAGEMENT

8 Intro File Project Construction Records/Documentation in ProjectWise or as directed x 8 8.1 Issue Notice to Proceed to the Contractor x # 8 8.2 Project Safety x 8 8.3 Conduct Conferences:

Pre-construction Conference (Appendix B)

• Fabrication Inspection Notifications (Structures) x # Pre-survey

• Construction staking

• Monumentation x x

Partnering (Optional) N/A N/A

Structural Concrete Pre-Pour (Agenda is in CDOT Construction Manual) x Concrete Pavement Pre-Paving (Agenda is in CDOT Construction Manual) x HMA Pre-Paving (Agenda is in CDOT Construction Manual) x

8 8.4 Develop and distribute Public Notice of Planned Construction to media and local residents x

9 8.5 Supervise Construction A Professional Engineer (PE) registered in Colorado, who will be “in responsible charge of construction supervision.”

x

Local Agency Professional Engineer Phone number

Provide competent, experienced staff who will ensure the Contract work is constructed in accordance with the plans and specifications x

Construction inspection and documentation (including projects with structures) x Fabrication Inspection and documentation x #

9 8.6 Review and Approve Shop Drawings x # 9 8.7 Perform Traffic Control Inspections x # 9 8.8 Perform Construction Surveying x 9 8.9 Monument Right-of-Way x 9,9A 8.10 Prepare and Approve Interim and Final Contractor Pay Estimates. Collect and review CDOT Form 1418 (or equivalent) or use compliance software system.

Provide the name and phone number of the person authorized for this task.

Local Agency Representative Phone number x #

9 8.11 Prepare and Approve Interim and Final Utility and Railroad Billings x # 9B 8.12 Prepare and Authorize Change Orders x x 9B 8.13 Submit Change Order Package to CDOT x 9A 8.14 Prepare Local Agency Reimbursement Requests x 9 8.15 Monitor Project Financial Status x # 9 8.16 Prepare and Submit Monthly Progress Reports x # 9 8.17 Resolve Contractor Claims and Disputes (No Federal Funds used for claims) x

Exhibit E- Page 4 of 5

8.18 Conduct Routine and Random Project Reviews

Provide the name and phone number of the person responsible for this task.

CDOT Construction Project Manager Email Address x

9 8.19 Ongoing Oversight of DBE Participation x

LA

WR NO. DESCRIPTION OF TASK

RESPONSIBLE

PARTY

LA CDOT

THIS SECTION DOES NOT APPLY UNTIL CONSTRUCTION FUNDS ARE IDENTIFIED

MATERIALS

9,9C 9.1 Discuss Materials at Pre-Construction Meeting

• Buy America documentation required prior to installation of steel x x x

9,9C 9.2 Complete CDOT Form 250 - Materials Documentation Record

• Generate form, which includes determining the minimum number of required tests and applicable material submittals for all materials placed on the project

• Update the form as work progresses

• Complete and distribute form after work is completed x x x x

9C 9.3 Perform Project Acceptance Samples and Tests x 9C 9.4 Perform Laboratory Acceptance Tests x 9C 9.6 Accept Manufactured Products

Inspection of structural components:

• Fabrication of structural steel and pre-stressed concrete structural components

• Bridge modular expansion devices (0” to 6” or greater)

• Fabrication of bearing devices x x x

9C 9.6 Approve Sources of Materials x # 9C 9.7 Independent Assurance Testing (IAT) x x x Local Agency Procedures ☐ CDOT Procedures ☒

• Generate IAT schedule

• Schedule and provide notification

• Conduct IAT

9C 9.8 Approve mix designs On-system requires CDOT Approval

• Concrete

• Hot mix asphalt x x

9C 9.9 Check Final Materials Documentation x # 9C 9.10 Complete and Distribute Final Materials Documentation x #

THIS SECTION DOES NOT APPLY UNTIL CONSTRUCTION FUNDS ARE IDENTIFIED

CONSTRUCTION CIVIL RIGHTS AND LABOR COMPLIANCE

9 10.1 Fulfill Project Bulletin Board and Pre-Construction Packet Requirements x 8,9 10.2 Process CDOT Form 205 - Sublet Permit Application and CDOT Form 1425 – Supplier

Application Approval Request. Review & sign completed forms, or review/approve in compliance software system, as applicable, & submit to Region Civil Rights Office.

x #

9 10.3 Conduct Equal Employment Opportunity and Labor Compliance Verification Employee Interviews. Complete CDOT Form 280 x

9 10.4 Monitor Disadvantaged Business Enterprise Participation to Ensure Compliance with the “Commercially Useful Function” Requirements x

9 10.5 Conduct Interviews When Project Utilizes On-the-Job Trainees.

• Complete CDOT Form 1337 – Contractor Commitment to Meet OJT

Requirements.

• Complete CDOT Form 838 – OJT Trainee / Apprentice Record.

• Complete CDOT Form 200 - OJT Training Questionnaire x

9 10.6 Check Certified Payrolls (Contact the Region Civil Rights Office for training reqmts.) x

Exhibit E- Page 5 of 5

9 10.7 Submit FHWA Form 1391 - Highway Construction Contractor’s Annual EEO Report x

10.8 Contract Compliance and Project Site Reviews x #

THIS SECTION DOES NOT APPLY UNTIL CONSTRUCTION FUNDS ARE IDENTIFIED

FINALS

11.1 Conduct Final Project Inspection & Final Inspection of Structures, if applicable x #

10 11.2 Write Final Project Acceptance Letter x 10 11.3 Advertise for Final Settlement x 11 11.4 Prepare and Distribute Final As-Constructed Plans x 11 11.5 Prepare EEO Certification and Collect EEO Forms x 11 11.6 Check Final Quantities, Plans, and Pay Estimate; Check Project Documentation;

and submit Final Certifications x

LA

WK NO. DESCRIPTION OF TASK

RESPONSIBLE

PARTY

LA CDOT

11 11.7 Check Material Documentation and Accept Final Material Certification (See Chapter 9) x x

11.8 Review CDOT Form 1419 x

11.9 Submit CDOT Professional Services Closeout Report Form x

11.10 Complete and Submit CDOT Form 1212 LA – Final Acceptance Report (by CDOT) x #

11 11.11 Process Final Payment x

11.12 Close out Local Project x x

11.13 Complete and Submit CDOT Form 950 - Project Closure x

11 11.14 Retain Project Records x x 11 11.15 Retain Final Version of Local Agency Contract Administration Checklist x x cc: CDOT Resident Engineer/Project Manager CDOT Region Program Engineer CDOT Region Civil Rights Office

CDOT Region Materials Engineer CDOT Contracts and Market Analysis Branch Local Agency Project Manager