HomeMy WebLinkAboutResolution 2008-0011
CITY OF WHEAT RIDGE, COLORADO
RESOLUTION NO. 11-2008
Series of 2008
TITLE:
A RESOLUTION APPROVING A CONTRACT WITH THE
COLORADO DEPARTMENT OF TRANSPORTATION, AND IN
CONNECTION THEREWITH, APPROVING THE EXPENDITURE
OF FUNDS FOR PROJECT NO. 16051, DESIGN OVERSIGHT
CONCERNING SH58/CABELA DRIVE INTERCHANGE
WHEREAS, the City Council wishes to provide for the construction of a new
interchange on State Highway 58; and
WHEREAS, the City has negotiated a contract with the Colorado Department of
Transportation, for the purpose of obtaining state approval and oversight for the Project,
and;
WHEREAS, the cost of the Project is estimated not to exceed $200,000, which
funds are available for this purpose in Fund No. 30, and
WHEREAS, the City Council has previously entered into an Intergovernmental
Agreement dated December 11, 2006, with the Longs Peak Metropolitan District,
Section 4.7 of which provides for the costs of the Project to be reimbursed by the
Metropolitan District.
NOW, THEREFORE, BE IT RESOLVED by the Wheat Ridge City Council, that:
Section 1. Contract Aooroved.
The contract between the City and the Colorado Department of Transportation
for Project 16051: new SH58/ Cabela Drive Interchange, is hereby approved and the
Mayor and City Clerk are authorized and directed to execute the same.
Section 2. Exoenditure Aooroved.
The expenditure of not to exceed $200,000 is hereby approved from Fund 30;
Account No. 30-303-800-841, for the purpose of Project 16051.
Section 3. Effective Date %~ 'nit
This Resolution shall be effective immediately upon adoption.
DONEAND RESOLVED this .2L/1il-- dayof Y1J\.{lfck.. ,2008.
ATTEST:
~)
Michael Snow, City Clerk
RESO 001
2
(Local $CDOTWRK-1601A)
Project CC 0581-009 (16051)
City of Wheat RidgelRegion 6 (rp)
Rev 10/03
08 HA6 00099
SAP ill 331000089
CONTRACT
THIS CONTRACT made this _ day of 20-, by and between the State of
Colorado for the use and benefit of the COLORADO DEPARTMENT OF TRANSPORTATION
hereinafter referred to as the State and the CITY OF WHEAT RIDGE, 7500 West 29TH Avenue,
Wheat Ridge, Colorado 80033, CDOT Vendor Number:2000099 hereinafterreferred to as the Local
Agency or the "Local Agency."
RECITALS
1. Authority exists in the law and funds have been budgeted, appropriated and otherwise made
available and a sufficient uncommitted balance thereof remains available for payment of project and
Local Agency costs in Fund Number 400, Function 3020, GL Account Number <<>>, WBS Element
<<>>, (Contract Encumbrance Amount: $0.00).
2. Required approval, clearance and coordination have been accomplished from and with appropriate
agencIes.
3. Pursuantto 43-2-104.5 C.R.S. as amended, the State may contract with Local Agencies to provide
maintenance and construction of highways that are part of the state (or local agency) highway
system.
4. The Local Agency will be preparing final designs, studies, and other documents in anticipation of a
new interchange at State Highway 58 and CabelaDrive. The interchange project will be subject to the
procedures outlined in CDOT's procedural directive 1601, which is attached hereto by this reference.
5. The Local Agency has made funds available for proj ect CC 0581-009 (16051), which shall consist
of review services by CDOT of the conceptual designs, studies and other documents, referred to as the
"Project" or the "Work." Such Work will be performed in Wheat Ridge, Colorado, specifically
described in Exhibit A.
6. The Local Agency has funds available and desires to provide 100% of the funding for the
"W ark."
7. The Local Agency has estimated the total cost ofthe work and is prepared to provide its share of
the funding required for the work, as evidenced by an appropriate ordinance or resolution duly
passed and adopted by the authorized representatives of the Local Agency, which expressly
authorizes the Local Agency to enter into this contract and to expend its funds for the work under the
Page 1 of8
proj ect. A copy ofthe ordinance or resolution is attached hereto and incorporated herein as Exhibit
B.
8. This contract is executed under the authority of ~~ 29-1-203, 43-1-110; 43-1-116, 43-2-101(4)(c)
and 43-2-144, c.R.S. and Exhibit B.
9. The parties hereto desire to agree upon the division of responsibilities with regard to the project.
THE PARTIES NOW AGREE THAT:
Section 1. Scope of Work
The Project or the Work under this contract shall consist of review services by CDOT of the
conceptual designs, studies and other documents at SH58 and Cabela Drive, in Wheat Ridge, Colorado,
as more specifically described in Exhibit A.
Section 2. Order of Precedence
In the event of conflicts or inconsistencies between this contract and its exhibits, such conflicts
or inconsistencies shall be resolved by reference to the documents in the following order of priority:
1. This contract
2. Exhibit A (Scope of Work)
3. Exhibit C (Contract Modification Tools)
4. Other Exhibits in descending order of their attachment.
Section 3. Term
This contract shall be effective upon approval of the State Controller or designee, or on the
date made, whichever is later. The term of this contract shall continue through the completion and
final acceptance ofthe Project by the State, FHW A and the Local Agency.
Section 4. Project Funding Provisions
A. The Parties have estimated the total cost of the "Work" and each party is prepared to provide its
respective share of the funding required for the work, as evidenced by an appropriate ordinance or
resolution duly passed and adopted by the authorized representative of the Local Agency, which
expressly authorizes the Local Agency to enter into this contract and to expend its funds for the work
under the proj ect. A copy ofthe ordinance or resolution is attached hereto and incorporated herein as
Exhibits B.
B. The parties have estimated the total cost the work to be $200,000.00, which is to be funded as
follows:
a.
Local Agency Funds
$200,000.00
Page 2 of 8
Total Funds:
$200,000.00
C. The maximum amount payable by the Local Agency under this contract shall be $200,000.00,
unless such amount is increased by an appropriate written modification to this contract executed
before any increased cost is incurred. It is understood and agreed by the parties hereto that the total
cost of the work stated hereinbefore is the best estimate available, based on the design data as
approved at the time of execution of this contract, and that such cost is subject to revisions (in accord
with the procedure in the previous sentence) agreeable to the parties prior to bid and award.
D. The parties hereto agree that this contract is contingent upon all funds designated for the project
herein being made available from Local Agency sources, as applicable. Should these sources fail to
provide necessary funds as agreed upon herein, the contract may be terminated by any of the parties,
provided that any party terminating its interest and obligations herein shall not be relieved of any
obligations which existed prior to the effective date of such termination or which may occur as a
result of such termination.
Section 5. Project Payment Provisions
A. The Local Agency will reimburse the State for its share of incurred costs relative to the project
following the Local Agency's review and approval of such charges, subject to the terms and
conditions of this contract.
B. If the Local Agency is to be billed for CDOT incurred costs, the billing procedure shall be as
follows:
1. Upon receipt of each bill from the State, the Local Agency will remit to the State the
amount billed no later than 60 days after receipt of each bill. Should the Local
Agency fail to pay moneys due the State within 60 days of demand or within such
other period as may be agreed between the parties hereto, the Local Agency agrees
that, at the request of the State, the State Treasurer may withhold an equal amount
from future apportionment due the Local Agency from the Highway Users Tax Fund
and to pay such funds directly to the State. Interim funds, until the State is
reimbursed, shall be payable from the State Highway Supplementary Fund (400).
2. If the Local Agency fails to make timely payment to the State as required by this
section (within 60 days after the date of each bill), the Local Agency shall pay
interest to the State at a rate of one percent per month on the amount of the payment
which was not made in a timely manner, until the billing is paid in full. The interest
shall accrue for the period from the required payment date to the date on which
payment is made.
C. The State will prepare and submit to the Local Agency, no more than monthly, charges for costs
incurred relative to the project. The State's invoices shall include a description ofthe amounts of
services performed, the dates of performance and the amounts and description of reimbursable
expenses. The invoices will be prepared in accordance with the State's standard policies, procedures
Page 3 of8
and standardized billing format.
Section 6. State and Local Agency Commitments
A. The Local Agency shall be responsible for preparing the conceptual designs, studies and other
documents required in accordance with the provisions ofthe CDOT 1601 procedural directive for the
proposed new interchange.
B. CDOT shall provide review services for the conceptual designs, studies and other documents as
prepared by the Local Agency for compliance with the 1601 procedural directive and other
applicable state and federal requirements.
C. The Local Agency Contract Administration Checklist in Exhibit G further describes the Work to
be performed and assigns responsibility of that Work to either the Local Agency or the State. The
"Responsible Party" referred to in this contract means the Responsible Party as identified in the
Local Agency Contract Administration Checklist in Exhibit G.
Section 7. Environmental Obligations
The Local Agency shall prepare its conceptual designs, studies and other documents in
accordance with the requirements of the current federal and state environmental regulations
including the National Environmental Policy Act of 1969 (NEPA) as applicable.
Section 8. Record Keeping
The parties shall maintain a complete file of all records, documents, communications, and
other written materials, which pertain to the costs incurred under this contract. The parties shall
maintain such records for a period ofthree (3) years after the date of termination of this contract or
final payment hereunder, whichever is later, or for such further period as may be necessary to resolve
any matters which may be pending. Each party shall make such materials available for inspection at
all reasonable times and shall permit duly authorized agents and employees of the state and the Local
Agency to inspect the project and to inspect, review and audit the project records.
- .
Section 9. Termination Provisions
This contract may be terminated as follows:
A. Termination for Convenience. The State may terminate this contract at any time the State
determines that the purposes of the distribution of moneys under the contract would no longer be
served by completion of the project. The State shall effect such termination by giving written notice
of termination to the Local Agency and specifYing the effective date thereof, at least twenty (20) days
before the effective date of such termination.
B. Jermination for Cause. If, through any cause, the Local Agency shall fail to fulfill, in a timely
and proper manner, its obligations under this contract, or if the Local Agency shall violate anyofthe
Page 4 of 8
covenants, agreements, or stipulations of this contract, the State shall thereupon have the right to
terminate this contract for cause by giving written notice to the Local Agency of its intent to
terminate and at least ten (10) days opportunity to cure the default or show cause why termination is
otherwise not appropriate. In the event of termination, all finished or unfinished documents, data,
studies, surveys, drawings, maps, models, photographs and reports or other material prepared by the
Local Agency under this contract shall, at the option ofthe State, become its property, and the Local
Agency shall be entitled to receive just and equitable compensation for any services and supplies
delivered and accepted. The Local Agency shall be obligated to return any payments advanced under
the provisions of this contract.
Notwithstanding the above, the Local Agency shall not be relieved ofliabilityto the State for any
damages sustained by the State by virtue of any breach of the contract by the Local Agency, and the
State may withhold payment to the Local Agency for the purposes of mitigating its damages until
such time as the exact amount of damages due to the State from the Local Agency is determined.
If after such termination it is determined, for any reason, that the Local Agency was not in default
or that the Local Agency's action/inaction was excusable, such termination shall be treated as a
termination for convenience, and the rights and obligations ofthe parties shall be the same as if the
contract had been terminated for convenience, as described herein.
Section 10. Legal Authority
The Local Agency warrants that it possesses the legal authority to enter into this contract and that
it has taken all actions required by its procedures, by-laws, and/or applicable law to exercise that
authority, and to lawfully authorize its undersigned signatory to execute this contract and to bind
each party to its terms. The person( s) executing this contract on behalf of the Local Agency warrants
that such person(s) has full authorization to execute this contract.
Section 11. Representatives and Notice
The State will provide liaison with the Local Agency through the State's Region Director, Region
6, 2000 South Holly Street, (303) 757-9459. Said Region Director will also be responsible for
coordinating the State's activities under this contract and will also issue a "Notice to Proceed" to the
Local Agency for commencement of the Work. All communications relating to the day-to-day
activities for the work shall be exchanged between representatives of the State's Transportation
Region # and the Local Agency. All communication, notices, and correspondence shall be addressed
to the individuals identified below. Either party may from time to time designate in writing new or
substitute representatives.
If to State:
Joy French
Project Manager
CDOT Region 6
2000 South Holly Street
Denver, Colorado 80222
If to the Local Agency:
Tim Paranto
City of Wheat Ridge
7500 West 29th Avenue
Wheat Ridge, Colorado 80033-8001
(303) 235-2860
Page 5 of8
(303) 757-9528
Section 12. Successors
Except as herein otherwise provided, this contract shall inure to the benefit of and be binding
upon the parties hereto and their respective successors and assigns.
Section 13. Third Party Beneficiaries
It is expressly understood and agreed that the enforcement ofthe terms and conditions ofthis
contract and all rights of action relating to such enforcement, shall be strictly reserved to the State
and the Local Agency. Nothing contained in this contract shall give or allow any claim or right of
action whatsoever by any other third person. It is the express intention of the State and the Local
Agency that any such person or entity, other than the State and the Local Agency receiving services
or benefits under this contract shall be deemed an incidental beneficiary only.
Section 14. Governmental Immunity
Notwithstanding any other provision of this contract to the contrary, no term or condition of
this contract shall be construed or interpreted as a waiver, express or implied, of any of the
immunities, rights, benefits, protection, or other provisions of the Colorado Governmental Immunity
Act, S 24-10-101, et seq., eR.S., as now or hereafter amended. The parties understand and agree
that liability for claims for injuries to persons or property arising out of negligence of the State of
Colorado, the City, its departments, institutions, agencies, boards, officials and employees is
controlled and limited by the provisions of S 24-1 o-} 01, et seq., C.R.S., as now or hereafter amended
and the risk management statutes, SS 24-30-1501, et seq., eR.S., as now or hereafter amended.
Section 15. Severability
To the extent that this contract may be executed and performance of the obligations ofthe
parties may be accomplished within the intent of the contract, the terms of this contract are
severable, and should any term or provision hereof be declared invalid or become inoperative for
any reason, such invalidity or failure shall not affect the validity of any other term or provision
hereof.
Section 16. Waiver
The waiver of any breach of a term, provision, or requirement of this contract shall not be
construed or deemed as a waiver of any subsequent breach of such term, provision, or requirement,
or of any other term, provision or requirement.
Section 17. Entire Understanding
This contract is intended as the complete integration of all understandings between the
parties. No prior or contemporaneous addition, deletion, or other amendment hereto shall have any
force or effect whatsoever, unless embodied herein by writing. No subsequent novation, renewal,
Page 6 of8
addition, deletion, or other amendment hereto shall have any force or effect unless embodied in a
writing executed and approved pursuant to the State Fiscal Rules.
Section 18. Survival of Contract Terms
Notwithstanding anything herein to the contrary, the parties understand and agree that all
terms and conditions of this contract and the exhibits and attachments hereto which may require
continued performance, compliance or effect beyond the termination date of the contract shall
survive such termination date and shall be enforceable by the State as provided herein in the event of
such failure to perform or comply by the Local Agency.
Section 19. Modification and Amendment
This contract is subject to such modifications as may be required by changes in federal or
State law, or their implementing regulations. Any such required modification shall automatically be
incorporated into and be part of this contract on the effective date of such change as if fully set forth
herein. Except as provided above, no modification of this contract shall be effective unless agreed to
in writing by both parties in an amendment to this contract that is properly executed and approved in
accordance with applicable law.
Section 20. Funding Letters
The State may allocate more or less funds available on this contract using a bilateral Option
Letter substantially equivalent to Exhibit C and bearing the approval ofthe State Controller or his
designee. The bilateral Option Letter shall not be deemed valid until it shall have been approved by
the State Controller or his designee.
Section 21. Disputes
Except as otherwise provided in this contract, any dispute concerning a question of fact
arising under this contract which is not disposed of by agreement will be decided by the Chief
Engineer of the Department of Transportation. The decision ofthe Chief Engineer will be final and
conclusive unless, within 30 calendar days after the date of receipt of a copy of such written decision, .
the Local Agency mails or otherwise furnishes to the State a written appeal addressed to the
Executive Director ofthe Department of Transportation. In connection with any appeal proceeding
under this clause, the Local Agency shall be afforded an opportunity to be heard and to offer
evidence in support of its appeal. Pending final decision of a dispute hereunder, the Local Agency
shall proceed diligently with the performance of the contract in accordance with the Chief Engineer's
decision. The decision of the Executive Director or his duly authorized representative for the
determination of such appeals will be final and conclusive and serve as final agency action. This
dispute clause does not preclude consideration of questions of law in connection with decisions
provided for herein. Nothing in this contract, however, shall be construed as making fmal the
decision of any administrative official, representative, or board on a question of law.
Page 7 of8
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
CONTRACTOR:
STATE OF COLORADO:
BILL RITTER, JR.
GOVERNOR
City of Wheat RiMe
Legal Name of Contracting Entity
Bv
For Executive Director
Department of Transportation
2000099
CD01Yend~~. A g
1.1 .vrll )1 tVvlV
Signatlrre(j ).,{thorized Officer
f
. /, .
5<<rv D, JuJJ IIJ . maLln {"
Print Name & Title of Authorized Officer
CORPORATIONS:
(A corporate seal or attestation is required.)
Attest (Seal) By
(Corporate Secretary or Equivalent, or Town/Local Agency/County Clerk)
~
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller,
or such assistant as he may delegate, has signed it. The contractor is not authorized to begin performance until the contract is
signed and dated below. If performance begins prior to the date below, the State of Colorado may not be obligated to pay for
the. goods and/or services provided.
STATE CONTROLLER:
LESLIE M. SHENEFEL T
Bv
Date
Page 8 of8
Exhibit A
Scope of Work
This contract scope of work is for design oversight for the new interchange on SH 58
East of Mcintyre and West of the railroad bridge. The interchange will connect Cabela
Dr from the South to Holman St to the North. The major items include:
I. Design oversight of new structure E-16-XO. This structure will go over SH 58 at
Holman St to the North and Cabela Dr to the South. This includes both on and off
ramps to SH 58 for all movements East and West.
2. Design oversight of 2 traffic signals controlling the on and off movements at
SH 58.
3. Design oversight of Cabela Dr from 44th Avenue to the South and East for
approximately 4000 feet.
4. Design oversight of a retaining wall along WB SH 58 off ramp (Ramp 3).
5. Design oversight of one retention pond between EB SH 58 on ramp (Ramp 2) and
Cabela Dr.
Exhibit B
LOCAL AGENCY
ORDINANCE
or
RESOLUTION
CITY OF WHEAT RIDGE, COLORADO
RESOLUTION NO. 11-2008
Series of 2008
TITLE:
A RESOLUTION APPROVING A CONTRACT WITH THE
COLORADO DEPARTMENT OF TRANSPORTATION, AND IN
CONNECTION THEREWITH, APPROVING THE EXPENDITURE
OF FUNDS FOR PROJECT NO. 16051, DESIGN OVERSIGHT
CONCERNING SH58/CABELA DRIVE INTERCHANGE
WHEREAS, the City Council wishes to provide for the construction of a new
interchange on State Highway 58; and
WHEREAS, the City has negotiated a contract with the Colorado Department of
Transportation, for the purpose of obtaining state approval and oversight for the Project,
and;
WHEREAS, the cost of the Project is estimated not to exceed $200,000, which
funds are available for this purpose in Fund No. 30, and
WHEREAS, the City Council has previously entered into an Intergovernmental
Agreement dated December 11, 2006, with the Longs Peak Metropolitan District,
Section 4.7 of which provides for the costs of the Project to be reimbursed by the
Metropolitan District.
NOW, THEREFORE, BE IT RESOLVED by the Wheat Ridge City Council, that:
Section 1. Contract Aooroved.
The contract between the City and the Colorado Department of Transportation
for Project 16051: new SH58/ Cabela Drive Interchange, is hereby approved and the
Mayor and City Clerk are authorized and directed to execute the same.
Section 2. Exoenditure Aooroved.
The expenditure of not to exceed $200,000 is hereby approved from Fund 30;
Account No. 30-303-800-841, for the purpose of Project 16051.
Section 3. Effective Date %~ Inlt
This Resolution shall be effective imrnediately upon adoption.
DONE AND RESOLVED this .21./ Iil-- day of Y1J\.{lfC k.. ,2008.
A fk ()f #~
ATTEST:
'7 DLI".' M'Y"
~)
Michael Snow, City Clerk
RESO 001
2
Exhibit C
COLORADO DEPARTMENT OF TRANSPORTATION CONTRACT
FUNDING INCREASE/DECREASE AND APPROVAL LETTER Region:
Complete section 1 and submit to COOT Controller's office.
AUTHORITY:
State Controller Policy letter on June 12, 1996
COOT Controller letter on Mav 23. 1996
(1)This form to be used for the following contracts/situations only (check the appropriate situation):
_indefinite quantity, order more/add more _utility/railroad, underestimated total cost
_COOT construction, sum of CMO's _LA construction, underestimated cost
COOT construction, underestimated total cost COOT consultant, underestimated cost
SECTION 1 (ReClion use)
Date: (2)
Proiect code (3)
To:
COOT Controller (FAX #(303) 757-9573 or e-mail CONTROLLER)
Project # (4)
From:
ReClion # (5)
I Office: (5)
I Phone # (5)
FAX # (5)
COOT has executed a contract with: (6)
Address: (6)
FEIN # (6)
Contract routing # (7)
COFRS encumbrance # (indicate PO, SC or PG #)
(8)
Fund
(9)
Orgn.
(9)
Appro.
(9)
Prgrm.
(9)
Func.
(9)
Object/5ub-obj N/P
(9)
GBL
(9)
Reporting Catg.
(9)
Proj/Sub/Phase
(9)
Original contract amount
$ (10)
Has a Budget Request been processed to cover the contract amount increase?
ves no (14)
Previous Funding Letter(s) total
$ (11)
(Funding letter #1 thru #--1
Preparer's name (1 5)
PHONE NO:
This Funding Letter total
$ (12)
(# ---.J
Contract Administrator's/Business Manager's Approval
(16)
PHONE NO:
Adjusted contract amount
$ (13)
COOT Designee Approval
(17)
Local Agency approval
(18)
SECTION 2 (Controller's Office use) (19)
Total allotment amount
$ (19)
Commission budget
$ (19)
If construction:
_CE pool elig. (19)
CE charges
$ (19)
Indirect chgs
$ (19)
Adjusted contract amount plus total CE & indirect
charges calculation $ (19)
I have reviewed the financial status of the project, organization, grant and have determined that sufficient funds are available
to cover this increase. effective as of (19)
State Controller or Delegee
(20)
Date
(20)
Exhibit C - Page 1 of 1
Exhibit D
LOCAL AGENCY CONTRACT ADMINISTRATION CHECKLIST
The following checklist has been developed to ensure that all required aspects of a
project approved for Federal funding have been addressed and a responsible party
assigned for each task.
After a project has been approved for Federal funding in the Statewide Transportation
Improvement Program, the Colorado Department of Transportation (CDOT) Project
Manager, Local Agency project manager, and CDOT Resident Engineer prepare the
checklist. It becomes a part of the contractual agreement between the Local Agency
and CDOT. The CDOT Agreements Unit will not process a Local Agency agreement
without this completed checklist. It will be reviewed at the Final Office Review meeting
to ensure that all parties remain in agreement as to who is responsible for performing
individual tasks.
xvi
Exhibit D
COLORADO DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY CONTRACT ADMINISTRATION CHECKLIST
Project No.
0581-009
STIP No.
Project Code
Region
DR3404
16051
6
Project Location
Date
SH 58 just East of 1-70
Project Description
SH 58 Interchange W/Cabela Dr
Local Agency
12/12/06
I Local Agency Project Manager
Tim Paranto
I CDOT Project Manager
Joy French
Wheatridce
CDOT Resident Engineer
Ed Martinez
INSTRUCTIONS:
This checklist shall be utilized to establish the contract administration responsibilities of the individual parties to this agreement.
The checklist becomes an attachment to the Local Agency agreement. Section numbers correspond to the applicable chapters
of the COOT Loca/ Agency Manual.
The checklist shall be prepared by placing an "X" under the responsible party, opposite each of Ihe 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, noI applicable (NA) shall be noted. In addition. a "#" will denote that CDOT must
concur or approve.
Tasks that will be pertormed by Headquarters staff will be indicated, The Regions, in accordance with established policies and
procedures, will deIermine who will perform all other tasks that are the responsibilily 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
COOT Resident Enoineer. in cooperation with the Local Aoencv Proiect Manaoer. will prepare and distribute a revised checklist.
NO.
RESPONSIBLE
PARTY
LA CDOT
DESCRIPTION OF TASK
I TIP I STIP AND LONG-RANGE PLANS
I 2.1 I Review Proiect to ensure it is consist with STIP and amendments thereto
I FEDERAL FUNDING OBLIGATION AND AUTHORIZATION
4.1 I Authorize funding by phases (CDOT Form 418 - Federal-aid Program Data. Requires FHWA
concurrence/involvement) -
PROJECT DEVELOPMENT
5.1 I Prepare Design Data - CDOT Form 463
5.2 Prepare Local A>oency/CDOT Inter-Governmental Acreement (see also ChapIer 3)
5.3 1 Conduct Consuitant Selection/Execute Consultant Acreement
5.4 Conduct Oesi.gn Scopino Review Meetinq
5.5 Conduct Public Involvement
5.6 Conduct Field Inspection Review (FIR)
5.7 Conduct Environmental Processes [may require FHWA concurrence!invo[vement)
5.8 Acguire R[pht-of-Way (may require FHWA concurrence/involvement)
5.9 Obtain Utilitv and Railroad Acreements
5.10 Conduct Final Office Review (FOR)
5.11 Justifv Force Account Work bv the Local A.oencv
5.12 Justifv Pmprietarv. Sole Source. or Local Acencv Furnished Items
I 5.13 Document Desion Exceptions - CDOT Form 464
I 5.14 Prepare Plans, Specifications and Construction Cost Estimates
r 5.15 Ensure Authorization of Funds for Construction
x
X
X
X X
X
X X
X X
X
X X
X
X
X
X
X
09/06 Page1 of 4
COOT Form 1243
Previous editions are obsolete and may not be used
X
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NO.
Exhibit D
DESCRIPTION OF TASK
I PROJECT DEVELOPMENT CIVIL RIGHTS AND LABOR COMPLIANCE
CDOT Resident EnQineer (Signature on File) Date
I 6.3 Set On-the-Job Training Goals. Goal is zero if total construction is less than $1 million (CDOT
Region EEO/Civil Riqhts Specialist)
6.4 Tilie VI Assurances
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 (COOT Resident Engineer)
I ADVERTISE, BID AND AWARD
I 7.1 Obtain Approval for Advertisement Period of Less Than Three Weeks
7.2 Advertise for Bids
7.3 Distribute "Advertisement Set" of Plans and Specifications
7.4 Review Worksite and Plan Details with Prospective Bidders While Project Is Under
Advertisement
I 7.5 Open Bids
7.6 Process Bids for Compliance I
Check CDOT Form 715 - Certificate of Proposed Underutilized DBE Participation when the
low bidder meets UDBE goals
Evaluate CDOT Form 718 - Underutilized DBE Good Faith Effort Documentation and
determine if the Contractor has made a good faith effort when the low bidder does not meet
DBE Qoals
Submit required documentation for CDOT award concurrence
7.7 Concurrence from COOT to Award
I 7.8 Approve Reiection oILow Bidder
I 7.9 Award Contract
I 7.10 Provide "Award" and "Record" Sets of Plans and Specifications
I CONSTRUCTION MANAGEMENT
I 8.1 I Issue Notice 10 Proceed to the Contractor
I 8.2 Proiect Safety
I 8.3 i Conduct Conierences:
. Pre-Construction Conference (Appendix B)
Pre-survey
. Construction staking
. Monumentation
Partnerinp (Optional)
Structural Concrete Pre-Pour (Aqenda is in COOT Construction Manual)
Concrete Pavement Pre-Paving (Allenda is in COOT Construction Manual)
HMA Pre-Pavin...Q (A!:Ienda is in COOT Construction Manual)
Develop and distribute Public Notice of Planned Construction to media and local residents
Supervise Construction
A Professional Engineer (PE) registered in Colorado, who will be "in responsible charge of
construction supervision."
6.1
6.2
Set Underutilized Disadvantaged Business Enterprise (UBDE) Goals for Consultant and
Construction Contracts (CDOT Reqion EEO/Civil Riqhts Specialist)
Determine Applicability of Davis-Bacon Act
This project D is D 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.)
Local Agency Professional Engineer or
CDOT Resident EnQineer
Phone number
RESPONSIBLE
PARTY
LA COOT
x
x
x
I
_,I!l!l~..~,__
x
x
x
X
X
X
x
COOT Form 1243 09/06 Page2 of 4
Previous editions are obsolete and may not be used
NO.
18.6
18.7
18.8
18.9
8.10
18.11
I 8.12
I 8.13
18.14
I 8.15
I 8.16
18.17
8.18
Exhibit D
DESCRIPTION OF TASK
Provide competent, experienced staff who will ensure the Contract work is constructed in
accordance with the plans and specifications
Construction inspection and documentation
Ap~rove Shop Drawings
Perform Traffic Controllnsoections
Perform Construction Survevinq
Monument RiqhI-of-Way
Prepare and Approve Interim and Final Contractor Pay Estimates
Provide the name and phone number of the person authorized for this task.
Local Aqencv Representative Phone number
Prepare and Approve Interim and Final Utility and Railroad Billinqs
Prepare Local A8ency Reimbursement Requests
Prepare and Authorize Chanae Orders
Approve All Chanpe Orders
Monitor Proi.ect Financial Status
Prepare and Submit Monthlv ProQress Reports
Resolve Contractor Claims and Disputes
Conduct Routine and Random Project Reviews
Provide the name and phone number of the person responsible for this task.
CDOT Resident Enoineer
Phone number
MATERIALS
9.1 Conduct Materials Pre~Construction MeetlnQ
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
Perform Proiect Acceptance Samples and Tests
Perform Laboratory Verification Tests
Accept Manufactured Products
I 9.3
I 9.4
9.5
9.6
9.7
9.8
19.9
I 9.10
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
Approve Sources of Materials _
Independent Assurance Testing (IAT). Local Agency Procedures 0 CDOT Procedures [8J
. Generate IA T schedule
. Schedule and provide notification
. Conduct IA T
Approve mix designs
. Concrete
. Hot mix asphalt
Check Final Materials Documentation
Complete and Distribute Final Materials Documentation
RESPONSIBLE
PARTY
LA COOT
x
x
x
CDOT Form 1243 09/06 Page3 of 4
Previous editions are obsolete and may not be used
Exhibit D
I CONS' 'RUCTION CIVIL RIGHTS AND LABOR COMPLIANCE
10.1 Fulfill Project Bulletin Board and Pre-Construction Packet Requirements
10.2 Process COOT Form 205 - Sublet Permit Application
Review and sign completed COOT Form 205 for each subcontractor, and submit to
EEO/Civil Riqhts Soecialist
10.3 Conduct Equal Empioyment Opportunity and Labor Compliance VerificaIion Employee
Interviews. Complete COOT Form 280
10.4 Monitor Disadvantaged Business Enterprise Participation to Ensure Compliance with the
"Commerciallv Useful Function" Reauirements
10.5 Conduct Interviews When Project Utilizes On-the-Job Trainees. Complete COOT Form 200-
OJT Training Questionnaire
10.6 Check Certified Pavrolls (Contact the ReQion EEO/Civil RiQhts S~ecialists for training requirements.)
10.7 Submit FHWA Form 1391 - Hiqhwav Construction Contractor's Annual EEO Reoort
FINALS
11.1
11.2
11.3
11.4
11.5
11.5
11.7
11.8
11.9
11.10
11.11
11.12
11.13
11.14
Conduct Finai Project Inspection. Complete and submit COOT Form 1212 - Final
Acceptance Report (Resident Engineer with mandatory Local Agency participation.)
Write Final Project Acceptance Letter
Advertise for Final Settlement
Prepare and Distribute Final As-Constructed Plans
Prepare EEO Certification
Check Final Quantities, Plans, and Pay Estimate; Check Project Documentation; and submit
Final Certifications
Check Material Documentation and Accept Final Material Certification {See Chapter 9)
Obtain COOT Form 17 from the Contractor and Submit 10 the Resident Engineer
Obtain FHWA Form 47 - StaIement of Materials and Labor Used... from the Contractor
Comolete and Submit COOT Form 1212 - Final Acceotance Reoor! (bv COOT)
Process Final Payment
Compiete and Submit COOT Form 950 - Proiect Closure
Retain Proiect Records for Six Years from Date of Proiect Closure
Retain Final Version of Local Aqency Contract Administration Checklist
x
x
cc: COOT Resident Engineer/Project Manager
COOT Region Program Engineer
COOT Region EEO/Civil Rights Specialist
COOT Region Materials Engineer
COOT Contracts and Market Analysis Branch
Local Agency Project Manager
COOT Form 1243 09/06 Page4 of 4
Previous editions are obsolete and may not be used